Unit 4Introducing the business letter

Printed stationery Presentation: fully blocked layout Other parts of a business letter Open punctuation Continuation sheets Categories of business letter Other types of business letter Structure Presenting business letters – key points to

remember

Communication with people outside your organisation is vitally important

A high standard should be set and maintained in all your communications

Despite many modern communication methods available today, business letters are very often the main means of establishing business relations

Well presented business letter may lead to an important business contract

Letterhead paper◦ Good quality letterhead paper is generally used◦ Attractive, well-balanced letterhead enhances

prestige of an organisation

Logos◦ Graphic symbol on letterhead◦ Often the same as trade mark used on packaging,

delivery vehicles, etc.◦ Often unusual or amusing so that customers

remember them easily

The fully-blocked layout is the most widely used method of display for all business documents

Confidential/ airmail/ urgent◦ If a letter is confidential, this should be indicated

between the date and inside address, just as it would be shown on the envelope

Attention line◦ When the writer wanted to ensure the letter is directed to

a specific person

◦ In today’s business communication when we usually know the name of the person to whom we are writing, unnecessary to use

Copies◦ When a copy of a letter is to be sent to another person this may be indicated

by the following methods:

Blind copies◦ If the sender does not wish the recipient to know that other people are

receiving copies, a blind copy may be sent. Indication bcc is used on the copies only – not on original

Signing on someone else’s behalf◦ If you have to sign a letter on behalf of someone else,

it can be done in following ways:

Commonly used with the fully-blocked layout Commas and full stops are omitted

Many organisations have printed continuation sheets which are used for second and subsequent pages of business letters

May show simply the company’s name and logo

When using a continuation sheet, remember:◦ Do not include ‘continued’ or ‘cont.’ at the foot of the

1st page◦ Try to start a new page with a new paragraph

Letter of confirmation

Acknowledgement

Enquiry

Complaint

Collection letters

There are many different types of business letters. In this unit, we have only looked at some of the more routine letters

There will be many occasions when you will need to write a letter that does not fall into any specific category

Just remember the general rules of good business writing and plan your letter carefully

1. Opening / introduction◦ Could refer to a meeting or previous contact◦ Should introduce the subject that you want to discuss

2. Details◦ ‘Meat’ – all the facts and figures◦ All key points in a logical order, separate paragraphs

3. Action◦ Tells the reader what action you want reader to take◦ Or it be action that you will take after all points

mentioned◦ E.g: “Please complete the enclosed reply form and return it to me

by…”

4. Close◦ Finish with one-line close. E.g: “I hope to hear from you

soon.”

1. Use fully-blocked style with open punctuation consistently

2. Leave one blank line between each section of the letter and between each paragraph

3. The only big space on the letter should be for sender’s signature

4. Display subject heading in capitals and bold to make it stand out

5. Structure your message according to the four-point plan – with an introduction, details, action and close

6. Make sure information in central section flows logically from point to point

7. Take special care with opening and closing paragraphs

8. Include appropriate headings at the top of continuation pages

9. Proofread message carefully, and consider whether it is structured appropriately

10. Read through message as if you are the reader