LESSON 5 - TECH COMM. PDF

# BUSINESS LETTER ## Technical Communication ## Lesson 5 ## LEARNING OBJECTIVES 1. Identify and explain each part of a business letter including the essential and non-essential parts and understand the role each part plays in formal communication. 2. Apply proper formatting to business letters, inc...

# BUSINESS LETTER ## Technical Communication ## Lesson 5 ## LEARNING OBJECTIVES 1. Identify and explain each part of a business letter including the essential and non-essential parts and understand the role each part plays in formal communication. 2. Apply proper formatting to business letters, including block, modified block, and semi-block formats, and understand when each format is most suitable for different business communication contexts. 3. Differentiate between types of business letters (such as inquiry, complaint, sales, follow-up, and cover letters) and construct each type with a clear purpose, appropriate tone, and structure to achieve effective professional communication. ## INTRODUCTION In today's professional world, effective communication is crucial, especially in business settings where clarity and professionalism can directly impact relationships and success. Among various forms of communication, business letters hold a unique role, serving as formal written exchanges between organizations, clients, partners, and stakeholders. Unlike other forms of written communication, business letters often follow specific conventions to ensure the message is clear, respectful, and appropriate for the recipient. ## This report examines the structure, purpose, and best practices for writing business letters, emphasizing their role in technical communication and the importance of adapting style and tone to suit different professional contexts. ## PURPOSE - Convey Information - Conclude Transaction - Creation of Demand - Expansion of Business - Establishment of Relationship - Evidence - To Inquire - Placing Order - Problem Solving ## PARTS OF A BUSINESS LETTER ### ESSENTIAL PARTS - Heading - Date - Inside Address - Salutation - Body of the Letter - Complimentary Close - Signature ### NON-ESSENTIAL PARTS - Reference Line - Subject Line - Attention Line - Identification Line - Enclosure Line - Carbon Copies ## HEADING This part typically includes the sender's address and sometimes the company logo or letterhead. It allows the recipient to know who the sender is and where the letter originated. ## DATE The date serves the purpose of proof as to when the letter was written. It is usually placed below the heading. The usual format can be written as "Month Day, Year” (e.g., January 22, 2024) to maintain formality. ## INSIDE ADDRESS This contains the recipient's name, title, company, and address. It helps ensure that the letter reaches the intended individual. The address should show in a standard envelope window when the paper is folded into thirds, thus it should be on the left margin. ## SALUTATION Salutation begins with a formal and polite greeting that addresses the recipient. Ideally, start with a professional salutation like "Dear" followed by the person's title or name, if known, and a comma. If the specific recipient is unknown, refer to them by their role, department, organization, or job function (e.g., “Dear HR Manager,”). ## BODY OF THE LETTER The main content of the letter, which usually starts with a brief introduction, followed by the message, and ends with a closing statement. This is where the purpose of the business letter is explained in detail. ## COMPLIMENTARY CLOSE A polite ending phrase that signals the conclusion of the letter, such as “Sincerely,” “Best Regards,” "Respectfully," or "Yours truly,". It is placed a few lines after the body. ## SIGNATURE The sender's signature, name, and their job title. This authenticates the letter and indicates who is responsible for the content. ## NON-ESSENTIAL PARTS ### REFERENCE & SUBJECT LINE The subject line summarizes its main purpose or topic, helping the recipient to understand the intent quickly. Typically, it's emphasized in bold or underlined. A reference line, often introduced with "Re:", provides additional context by specifying the particular project, job, or previous correspondence the letter is addressing. ### ATTENTION LINE It starts with the word "Attention:” followed by the name of the intended recipient. For example, "Attention: Mr. Smith." By clearly indicating the attention line, you convey the specific person you want the letter to reach while still addressing it to a larger group, such as a company or department. ### IDENTIFICATION LINE Gives information about the writer and typist, showing who prepared the letter. This is more common in larger organizations. Usually written as the initials of the one who dictated (writer) and the person who typed the letter. ### ENCLOSURE LINE This line notifies the recipient of additional documents included with the letter, such as reports or contracts. If there is one or a single enclosure, you can indicate that by “enclosure: 1" if two enclosures then, "enclosures: 2." If the documents attached are important, then, they are specified, (e.g., “Enclosure: 1 Medical Release Form") ### CARBON COPIES Indicates if copies of letters are sent to other people besides the main recipient, for transparency and awareness. (i.e., "CC: J. D. Cruz" for carbon copy and "PC: M. D. Cruz" if photocopy). ## PHYSICAL FEATURES & APPEARANCE OF A BUSINESS LETTER ### LETTER HEAD Printed at the top of the first page and includes the company's name, logo, address, phone number, email, and website. It gives the letter an official look and conveys the brand identity of the organization. ### MARGINS Business letters commonly use 1-inch margins on all sides. Consistent margins provide a clean, professional appearance and ensure the letter looks balanced on the page. ### FONT & FONT SIZE Professional fonts like Times New Roman, Arial, or Calibri are standard, with a font size of 10-12 points for readability. Consistent margins provide a clean, professional appearance and ensure the letter looks balanced on the page. ### SPACING Single-spaced within paragraphs and double-spaced between sections or paragraphs. Proper spacing makes the letter easier to read and organizes content logically. ### ALIGNMENT Business letters are typically left-aligned, meaning all text starts from the left margin, without indentations. Left alignment provides a clean, consistent look that is easy to follow. ### PAPER Business letters are often printed on high-quality, white or off-white A4 or letter-size paper. Left alignment provides a clean, consistent look that is easy to follow. ## FORMATS OF A BUSINESS LETTER ### BLOCK FORMAT Block format is the most commonly used style in business letters because it's straightforward and highly readable. In this format, all text is left-aligned, with no indentation at the beginning of paragraphs. Each section of the letter- such as the sender's address, date, recipient's address, salutation, body paragraphs, closing, and signature- appears on the left margin. ### MODIFIED BLOCK FORMAT Modified block format is similar to block format, but with one main difference: in modified block, the sender's address, date, and closing sections are right-aligned instead of left-aligned. This style adds a slight touch of formality and balance, as the date and closing sections stand out on the right side of the page. ### SEMI-BLOCK FORMAT Semi-block format, sometimes called "Indented Style," combines elements of the block and modified block formats with a more traditional feel. In this format, paragraphs are indented, and the date, closing, and signature may be right-aligned (similar to modified block). Semi-block is considered the most formal of the three styles. ## CHOOSING THE RIGHT FORMAT ### BLOCK FORMAT Ideal for standard business correspondence due to its simplicity and clarity. ### MODIFIED BLOCK FORMAT Adds a touch of elegance and is often used in formal situations. ### SEMI-BLOCK FORMAT Most formal and traditional, commonly used in legal or high-level business correspondence. ## ESSENTIAL QUALITIES OF A GOOD BUSINESS LETTER ### INNER QUALITIES The inner qualities of a good business letter refer to the quality of language, its presentation, etc. These facilitate quick processing of the request and that leads to prompt action. - **SIMPLICITY** Simple and easy language should be used for writing business letters. Difficult words should be strictly avoided, as one cannot expect the reader to refer to the dictionary every time while reading letter. - **CLARITY** The language should be clear, so that the receiver will understand the message immediately, easily and correctly. - **ACCURACY** Accuracy demands that there are no errors in the usage of language in grammar, spellings, punctuations etc. - **COMPLETE** A complete letter is one that provides all necessary information to the users. - **RELEVANCE** The letter should contain only essential information. Irrelevant information should not be mentioned while sending any business correspondence. - **COURTESY** Courtesy wins the heart of the reader. In business letters, courtesy can be shown/expressed words like please, thank you, etc. - **NEATNESS** A neat letter is always impressive. A letter either handwritten or typed, should be neat and attractive in appearance. Overwriting and cuttings should be avoided. ### OUTER QUALITIES The outer qualities of a good business letter refers to the appearance of the letter. It includes the quality of paper used, color of the paper, size of the paper etc. Good quality paper gives a favourable impression in the mind of the reader. It also helps in documenting the letters properly. - **QUALITY OF PAPER** The paper used should be in accordance with the economic status of the firm. Now-a-days the cost of the paper is very high. Therefore, good paper should be used for original copy and ordinary paper may be used for duplicate copy. - **COLOUR OF THE PAPER** It is better to use different colors for different types of letters, so that the receiver will identify the letters quickly and prompt action can be taken. - **SIZE OF THE PAPER** Standard size paper (A4) should be used while writing business letters. The size of the paper should be in accordance with the envelopes available in the market. - **FOLDING OF LETTER** The letter should be folded properly and uniformly. Care should be taken to give minimum folds to the letter so that it will fit the size of the envelope. - **ENVELOPE** The size and quality of the envelope also need special attention. The size of the letter should fit the size of the letters. ## TYPES OF A BUSINESS LETTER ### LETTER OF INQUIRY A letter of inquiry is a request for information that the writer believes the reader can provide. Regardless of its subject, the objective is to get the reader to respond with action that satisfies the inquiry. ### REPLY LETTER This responds to an inquiry or another letter. It addresses questions or concerns raised in the original correspondence. #### CONSIDER THE FOLLOWING GUIDELINES WHEN DESIGNING YOUR LETTER - Express your needs with specific questions. - Use a tabulated format and bullets. - Follow the bad-news formula. - Keep your reader and your purpose in mind. #### PARTS - **HEADING OR ADDRESS BLOCK** It is placed at the top of the letter. This includes your address, date and the recipient's address. - **INTRODUCTION** It may start with a formal greeting followed by a brief introduction of yourself and states the purpose of the letter. - **BODY OF LETTER** Detailed explanation of your inquiry/response, including any relevant background information or specific questions. - **CONCLUSION** A polite conclusion expressing anticipation for a response or just a proper formal sign-off for a reply letter. ### LETTER OF INQUIRY A letter of inquiry is like sending a professional question mark to a company. It's what you write when you want to learn more about their products or services before making a purchase. Think of it as window shopping through a letter – you're gathering important details like prices, available options, delivery terms, or requesting samples. #### IT'S WRITTEN WHEN YOU WANT TO: - Ask about products or services - Get more information about prices - Learn about availability - Request a catalog or samples #### EXAMPLE If you run a small store and spot an interesting product from a supplier, you'd write this letter to ask about wholesale prices, minimum order quantities, and delivery schedules. #### CONCLUSION This letter opens the door to potential business relationships and helps you make informed decisions about future purchases. ### CLAIM LETTER (COMPLAINT LETTER) A claim letter is your professional way of saying "something went wrong, and it needs to be fixed." It's like filing a formal report of the problem, but in letter form. The letter should clearly explain what went wrong, when it happened, and how you'd like the situation to be resolved. #### IT'S WRITTEN WHEN YOU WANT TO: - You received damaged goods - A service wasn't what was promised - Something went wrong with your order - You need to report poor service ### LETTER OF ACKNOWLEDGEMENT (RESPONSE TO CLAIM) This is the company's way of saying "we hear you, and we're on it." When a business receives a complaint letter, they respond with an acknowledgement letter that shows they're taking the issue seriously. #### IT'S WRITTEN WHEN YOU WANT TO: - Let the customer know you received their complaint - Explain how you'll fix the problem - Show that you take their concerns seriously - Offer a solution or compensation ### ORDER LETTER An order letter is a formal document that approves the purchase and sale of a product and provides product specifications. It also serves as documentation for further reference and record keeping. ### GUIDELINES TO WRITE AN ORDER LETTER - The letter should be precise. - The language should be simple and formal. - Specify all the required details without missing out on anything in order. - Make no errors in the specs or numbers. - Do not hesitate to get in touch with the recipient in case of any queries. - Usually written on the letterhead of the company. ### FORMAT OF AN ORDER LETTER - **SENDER’S NAME** - **SENDER’S ADDRESS** - **DATE** - **RECEIVER'S NAME** - **RECEIVER'S ADDRESS** - **SUBJECT** - **SALUTATION** - **BODY OF THE LETTER (PARAGRAPH 1)** - **BODY OF THE LETTER (TABLE)** - **BODY OF THE LETTER (PARAGRAPH 2)** - **BODY OF THE LETTER (PARAGRAPH 3)** - **COMPLIMENTARY CLOSING** - **SENDER’S SIGNATURE** ### SPONSORSHIP LETTER A sponsorship letter is a donation request that asks a company or individual to sponsor an upcoming event, project, or activity. #### CONSIDERARTIONS IN WRITING SPONSORSHIP LETTER - Know your audience - Be clear about what you need and why it's important - Include details about the sponsorship - Introduce yourself properly - Keep it clear and concise #### EXAMPLE [ORGANIZATION LOGO] Organization Name Address Line 1 Address Line 2 Phone Number Website Address [DATE] Dear [NAME/ORGANIZATION/COMPANY]: [HOST ORGANIZATION] is organizing an event in observance of National Prevention Week. Our organization's mission is [BRIEFLY DESCRIBE MISSION AND REACH WITHIN COMMUNITY]. National Prevention Week, which will be held from May 10 to 16, 2020, is an annual health observance dedicated to increasing public awareness of, and action around, mental and/or substance use disorders. I am writing this letter to invite you to be a co-sponsor or supporter of this event! As a leader in the community, your involvement with us in National Prevention Week is an opportunity for your organization to receive exposure and to join other individuals, organizations, and coalitions in our community to educate [INSERT TARGET AUDIENCE(S), E.G., YOUTH, PARENTS] about mental health and substance use issues, promote prevention efforts, and create and strengthen community partnerships. In observance of National Prevention Week, (HOST ORGANIZATION] will be holding (NAME OF EVENT OR ACTIVITY]. The purpose of this event is to [DESCRIBE PURPOSE). Community sponsors are the primary source of funding for this event and will help ensure its success. You can provide support in the following ways: - Be a co-sponsor or event supporter through a monetary donation. Your company logo will be placed on materials to promote the event. - Donate [IDENTIFY MATERIALS OR IN-KIND DONATIONS NEEDED]. - Participate on our planning committee. - Volunteer at the event. - Sponsor or host an event at your facility. - Provide information to clients or patrons about the daily themes of National Prevention Week. Enclosed is a sponsorship form that gives information on sponsorship levels. Beyond your sponsorship, we welcome you to join us by participating in [NAME OF EVENT]. We look forward to hearing from you. For more information about this event, please contact [INSERT CONTACT NAME, PHONE NUMBER, AND EMAIL ADDRESS). On behalf of [HOST ORGANIZATION], we thank you for your support. Sincerely, NAME TITLE #### PARTS - **HEADING** - **DATE INSIDE ADDRESS** - **SALUTATION** - **BODY OF THE LETTER** - **COMPLIMENTARY CLOSE** - **SIGNATURE** # Thank you very much!