English Essentials II: Unit II: Business Correspondence
Business Letters
Business letters, like all technical writing, should be accurate, concise and unambiguous.
BUSINESS LETTERS
EXPLANATION
Business
letters, like all technical writing, should be accurate, concise and
unambiguous. These letters not only convey the message, but also reveal the
attitude and persona of the writer as well as the organisation. Under business
correspondence, sales letter, letter of
enquiry or letter calling for quotation, letter placing order, letter of
complaint or claim and adjustment letter are the most commonly used letters
written in the process of selling / purchasing goods. Utmost care must be taken
in drafting such letters, as they help in promoting the smooth conduct of
business transactions, and strengthening the professional rapport.
Structure and Layout
The
format of a business letter helps
convey a formal, business like tone. The formats which are in common practice
are: (i) the blocked format and (ii) the
modified block with indented paragraphs.
(i)
In the blocked style, every part and
every paragraph of the letter is begun in the left margin. Usually one line
space is left between parts and paragraphs. This is the most commonly used and
simplest style as it is less time-consuming.
Layout
of a full block format
Date
Sender's
address
…..
….. …… ……. …….. …….
…..
….. …… ……. …….. …….
Receiver's
address
…..
….. …… ……. …….. …….
…..
….. …… ……. …….. …….
Salutation
Sub:
….. ….. …… ……. …….. …….
Ref:
….. ….. …… ……. …….. …….
…..
….. …… ……. …….. …….….. ….. …… ……. …….. …….
…..
….. …… ……. …….. …….….. ….. …… ……. …….. …….
…..
….. …… ……. …….. …….
Closing
subscription
sign.
(ii)
In the modified block with indented paragraphs,
sender's address, date, complimentary closing and signature are indented to the
same number of spaces near the centre. The first line of each paragraph may or
may not be indented.
Whatever
be the format the organisation should be consistent in following the format.
The
language should also be formal and conventional to suit the tone of the
business correspondence.
English Essentials II: Unit II: Business Correspondence : Tag: English : - Business Letters
English Essentials II: Unit II: Business Correspondence
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