GROUP 5_BUSINESS LETTER

BUSINESS LETTER GROUP 6

CONTENT

  • 01: WHAT IS A BUSINESS LETTER?

  • 02: ELEMENTS OF A BUSINESS LETTER

  • 03: TYPES OF BUSINESS LETTERS

  • 04: FORMAT OF BUSINESS LETTERS

  • 05: CHARACTERISTICS OF A BUSINESS LETTER

  • 06: TIPS FOR WRITING BUSINESS LETTERS

WHAT IS A BUSINESS LETTER?

  • Definition:

    • Formal written messages for professional communication.

    • Considered a legal document.

WHAT MAKES BUSINESS LETTERS DIFFERENT FROM OTHER LETTERS?

  • Key Differentiator: Legal standing as a formal document.

  • Writing Style:

    • Clear, concise, and formal tone.

    • Avoids unnecessary distractions.

    • Use of personal pronouns is generally recommended.

ELEMENTS OF A BUSINESS LETTER

Business Letter Format

  • Date: November 15, 2010

  • Sender's Information:

    • Center for Excellence, 1600 Main Street, Kitchener, ON

  • Recipient's Information:

    • Ms. Maria Lakov, 111 Allen Rd., Scarborough, ON M7B 2A0

  • Salutation:

    • Dear Ms. Lakov:

  • Body Content:

    • Express appreciation for assistance and the review of materials by the advisory committee.

    • State the anticipation of using materials for an upcoming seminar.

  • Closing: Sincerely,

    • [Signature]

    • Typed name of sender

    • Contact Information

BODY OF THE LETTER

Introduction

  • Explains the purpose of the letter and summarizes key points.

  • Example:

    • Thank you for assistance in developing a training package.

Main Body

  • Detailed discussion:

    • Append information reviewed by the advisory committee, reiterating material quality and expectations for future collaborations.

Conclusion

  • Recaps main points, reiterates thanks, and outlines next steps or contact information.

TYPES OF BUSINESS LETTERS

  • Cover Letters:

    • Accompany resumes during job applications.

  • Offer Letters:

    • Officially present employment terms.

  • Resignation Letters:

    • Inform an employer of intent to resign.

  • Thank You Letters:

    • Express gratitude to colleagues and business contacts.

  • Apology Letters:

    • Acknowledge mistakes and seek forgiveness.

  • Request Letters:

    • Formally request actions or information.

FORMAT OF BUSINESS LETTERS

  • Full Block Format:

    • Aligned to the left, no indentation in paragraphs.

  • Modified Block Format:

    • Some elements aligned to the right; paragraphs can be indented.

  • MEMO Format:

    • Internal communications with headings (Date, To, From, Subject).

CHARACTERISTICS OF A BUSINESS LETTER

  • Clarity: Easily understandable.

  • Completeness: Contains all necessary information (who, what, when, where, how).

  • Correctness: Proper grammar, punctuation, and format.

  • Coherence: Logical flow of ideas.

  • Conciseness: Direct and brief message delivery.

  • Credibility: Reflects professionalism and trustworthiness.

  • Courteousness: Polite and respectful tone.

  • Consideration: Adopting a "you" attitude to engage the reader.

TIPS FOR WRITING BUSINESS LETTERS

  • Address the recipient formally (Mr., Ms., Dr., etc.).

  • Use professional letterhead for formal communication.

  • Include a subject line for clarity on the letter's content.

  • Sign your name neatly in ink.