Business Layout and Letters

Business Letters - Parts and Layouts

Introduction

• Business letters remain in use despite the rise of email.

• Reasons for continued use:

  • Emails can be tampered with and are not accepted as legal documents.

  • Letters can be archived for future reference.

  • Good letter writing skills translate to effective email communication.

  • Small businesses face challenges with the infrastructure needed for email correspondence.

Parts of a Business Letter

A business letter typically consists of six parts:

1. Heading

   • Includes sender's address and contact details (phone, fax, email).

   • If using a company letterhead, the sender's address may not need to be typed.

   • Positioning: Left margin or centered.

   Example:SPIDER WEB DEVELOPERS543 Shahjahan RoadNear Old BakeryHyderabad - 4985567Tel: 020-34259833Fax: 020-66383209Email: spiderwebdev@gmail.com

2. Date

   • Skipped line between the heading and date.

   • Formats:

     • June 28, 2011

     • 28th June, 2011

     • 28 June 2011

3. Reference Number

   • Comes after the date and refers to prior correspondence.

   • Example formats:

     • Ref.No.: Fin/2011/Mar

     • Reference No.: 2011/ADMN/stock

4. Receiver's Address (Inside Address)

   • Full and clear address of the recipient.

   • Aligned on the left margin.

5. Salutation

   • Greeting to the recipient (e.g., Dear Mr./Ms.).

6. Body of the Letter

   • Main content of the correspondence.

Full Block Form

• All lines are aligned left, with no indentations.

• Include:

  • Your name and details, date, receiver's name and address.

  • Subject line and closing signature.

Business Letters - Types

Introduction

• Business letters are professional communication starting with a salutation and ending with a signature.

• Transition from postal mail to email for correspondence.

Types of Business Letters

1. Inquiry Letters

• Used to ask for more information about a product or service.

• Reference specific advertisements or business contacts.

• Include details on size, quality, quantity, shape, budget, technical assistance needed.

2. Quotation Letters

• Responses to inquiry letters providing required quotations for products/services.

• Include:

  • Thanks for interest, reference to inquiry, specific product details, terms of business, invitation for queries.

3. Order Letters

• Confirm purchase details and request placement of orders.

• Include:

  • Thanks for quotation, details of the product desired, delivery address, and payment terms.

4. Claim or Complaint Letters

• Address unresolved issues with received products or services.

• Document all communications and follow up with a formal letter including specific complaints and resolutions sought.