UNIT-2
BUSINESS LETTERS
Business people need to communicate with the purchasers, the suppliers, the debtors, the creditors, the public authorities and therefore the public at large also as among themselves for the aim of exchanging their views and of sending and receiving information. this is often required to initiate, perform and to conclude transactions.
Communication is often in two ways:
(1) Oral:
Either face to face or with the assistance of various machines and
(2) Written:
By writing letter
This written communication is otherwise called correspondence. The word correspondence features a sense of ‘similarity’ and ‘association’ in it. To correspond means to be in conformity or agreement with something or somebody.
Correspondence or written communication may happen between any two persons or parties. Commercial correspondence means correspondence by the business people on matters of commerce.
The word correspondence features a sense of plurality. It means letters or a pair of letters consisting of an ingenious letter followed by a reply. ‘A’ letter has little value. The communication is complete when a letter is replied or an action is taken in response to a letter.
Businessmen must establish contact with the people then only they will develop their organisations. Importance of communication is extremely great in business life (Ref. 3.44). There was a time when the dimensions of business were normally small and varied means of communication weren't available, direct meetings or face-to-face communication was practised by the businessmen. Later on, the policy of sending representatives for direct contacts was introduced. of these methods have their limitations.
The importance of business letters because the cheapest and most extensive sort of communication was first realised in USA and UK and now this method has been accepted because the best method of communication all over the world. This has been possible with the introduction of ever growing postal services. within the meantime standardisation of the form and the sort of business letters have made them more popular and acceptable by all.
The commercial correspondence features a language of its own which is markedly different from personal letters. Day by day improvements are being made within the form and therefore the sort of business letters making them more impressive, meaningful and compact.
A large number of books on the topic are available within the market within the aid of the business world. Invention of various machines for the aim makes business letters fast in production and in distribution.
It doesn't mean, however, that other means of communication are abandoned.
Advantages of Business Letter:
Communication through letters occupies the most important share within the total volume of communication due to the subsequent advantages:
(1) Letters are less expensive than other means of communication.
(2) Letters are often sent to long distant places by post within a brief time. Of course, letters could also be sent by messengers within neighbouring areas.
(3) Letters are drafted after proper thinking and planning and so the topic matter are often presented during a systematic and logical way.
(4) The ideas conveyed in letters are clear and free from ambiguity.
(5) The dimensions of a letter may be big or small as needed.
(6) Letters simultaneously provide evidence and exact copies are often retained.
(7) Same communication may-be made to variety of persons at a time, through duplicating or printing.
(8) Many unpleasant and delicate matters which can't be spoken face to face or through mechanical devices are often written in letters during a discreet language.
(9) Letters are suitable for all kinds of communication.
(10) There's standardisation in form and style readily acceptable by the business world. Even internationally accepted code language is employed.
1. Clarity:
Clear thinking and simple expression are the 2 important virtues of effective writing. a good letter should show its idea directly and clearly. Each sentence should be as simple as possible. The reader should haven't any difficulty in understanding what the author means to mention. When the reader gets an equivalent meaning from the-message as what the sender intended, it's a good letter.
2. Conciseness:
Transmission of maximum information by using minimum words should be the aim of letter-writing. Unnecessary details and roundabout expressions should be avoided. People are busy and that they receive variety of letters daily. Unless one says quickly what one wishes to mention, he won't be ready to get the attention of the reader and focus it on the message. Therefore, a letter should be simple and brief.
3. Completeness:
The letter should contain all the essential points a reader is predicted to know. for instance , a sales letter should include the outline of the products , price, quality, how and where to shop for , the date of delivery, discounts etc. If it gives only partial information, it's not an entire letter.
4. Correctness:
The correctness demands no error in the least in grammar, idiom, spelling, and punctuation. Besides, the knowledge given within the letter must be accurate; otherwise it'll shake the confidence of the reader. The message shouldn't be transmitted unless the sender is certain of its correctness.
5. Courtesy:
Courtesy means politeness. It always pays to be courteous in business. It softens the sting of an unpleasant piece of information, creates goodwill and produces a favourable response. Goodwill may be a great asset for an organisation and courtesy in correspondence is one among the foremost natural and economical means of building it.
6. Cheerfulness:
There should be no negative approach during a letter. It must begin with a positive and optimistic note. The approach should be friendly and convincing.
7. Promptness:
Promptness in replying a letter is completely necessary. the overall practice is to reply a letter the same day it's received. When it's known that a reply to a letter requires time it's necessary to acknowledge the letter received and intimate the probable time required sending full reply.
8. Appropriateness:
Appropriateness refers to writing or replying letters keeping in mind the relation and psychology of the reader also because the need of the occasion. The tone, style and language should be changed consistent with the occasion.
9. The ‘You’ attitude:
In business letters, the reader’s interest must be emphasised and not the sender s interest. To form letters effective, avoid words like T and “we’ and use as many as ‘you’ as possible. The ‘you attitude’ are often used effectively altogether sorts of business letters.
10. Integral:
The purpose of business communication is to make understanding, create cooperation and initiate constructive action. Therefore, all communication should be in conformity with the overall objectives of the organisation.
Block formatting is typically used for the most formal business letters. With the Block format, all written words, from the addresses, salutation, body and closing, are all left justified and single spaced. Each block is separated by a double space.
Sender’s address
Sender’s phone number
Date
RE: (If necessary)
(4 lines down)
Recipients name
Recipients business name
Recipients address
(1 line down)
Attention: Individual who letter is directed to
(1 line down)
Dear Name:
(1 line down)
Body of letter: All paragraphs are to be aligned to the left, typed using single spacing with double spaces between paragraphs.
(1 line down)
Sincerely,
(4 lines down)
Signature
Name
Title
Enclosures:
cc:
Name
Modified Block Business Letter Format
Modified block formatting is similar to block format, except the date, return address, closing and signature start at the center-line of the letter.
Sender’s name
Sender’s address
(1 line down)
Date
(4 lines down)
Recipient’s place of business
Attention: Individual letter is directed to
Recipient’s business address
(2 lines down)
Dear Name
(2 lines down)
Body of the Letter: All paragraphs are to be aligned to the left, typed using single spacing with double spaces between paragraphs.
(2 lines down)
Sincerely,
(4 lines down)
Signature
Name
Title
Enclosures (if any)
cc: Name
Name
Semi-Block Business Letter Format
Semi block format is similar to the modified block format. All items are aligned to the left. The only difference is that the start of each paragraph is indented five spaces, with a double space between each section. The semi-block format is known as the least formal style of all three formats and should not be used for important correspondence.
Date
(4 lines down)
Recipient’s name of business
Attention: Individual it’s directed to
Recipients address
(1 line down)
Dear Name:
(1 line down)
Body of Letter: Indent the first line of each paragraph 5 spaces. Paragraphs are single spaced, with double spaces between paragraphs.
(1 line down)
Sincerely,
(4 lines down)
Signature
Enclosures:
cc: Name