Business Letter PDF

BUSINESS LETTER Group no. 2  Definition TABLE OF How to write a Business CONTENT Letter? Examples and types of S business letter WHAT IS BUSINESS LETTER? A business letter is a formal written communication used to convey professional messages betw...

BUSINESS LETTER Group no. 2  Definition TABLE OF How to write a Business CONTENT Letter? Examples and types of S business letter WHAT IS BUSINESS LETTER? A business letter is a formal written communication used to convey professional messages between organizations, clients, employees, or other business contacts. It follows a specific structure and tone to maintain professionalism and clarity. These letters are typically used for official purposes such as making requests, providing information, making proposals, or addressing concerns. DEFINITION One formal letter format that businesses use to communicate with one another is the business letter. Professional correspondence between stakeholders, employees, company clients, and people can all be conducted using these letters. A product presentation to a potential consumer, a partnership, a mailing list addition, customer retention, or simply a thank-you email are examples of broad-value materials.  A type of written document sending on your clients, investors, potential workers and a BUSINESS company. Sometimes it address agendas or issue or suggestions way to complete a plan. LETTER Business letter have specific format and are handwritten in formal language  TYPES OF BUSINESS LETTERS 1.Letters of Introduction 2.Letters of Proposal 3.Letters of Recommendations 4.Letters of Inquiry 5.Letters of Termination/Resignation Letter 6.Cover Letter 7.Letters of Complaint 8.Other Letters  LETTER OF INTRODUCTION A business letter of introduction is a way for a company to introduce itself to potential customers, investors, distributors, partner businesses, or other organizations. It can be used to describe the company's products or services, or to introduce a sale, new products, or discounted services.  LETTER OF PROPOSAL Business proposal letter is a formal document that a company sends to a potential client or investor to propose a business agreement. It outlines the terms of the project, such as the scope, budgets, and timelines, and aims to persuade the recipient to enter into a business transaction.  LETTER OF RECOMMENDATIONS A letter of recommendation for a business, also known as a business reference letter, is a document that endorses a business's products and services, or recommends a business associate.  LETTER OF INQUIRY A letter of inquiry (LOI) is a short document that can be used by businesses to request information or present information to an organization.  LETTER OF TERMINATION/RESIGNATION A letter of resignation is a formal document that an employee sends to their employer to inform them that they are voluntarily ending their employment. A letter of termination is when an employer decides to end an employee's employment.  COVER LETTER A business cover letter is a document that can be used for a job application or to accompany.  LETTER OF COMPLAINT A letter of complaint is a formal document that addresses a grievance or dissatisfaction with a product, service, or other resource from a business. The purpose of a complaint letter is to find a satisfactory solution to an unresolved problem.  OTHER LETTERS Thank You Letters: Expressing gratitude to clients, investors, or mentors. Follow-up Letters: Checking in after a meeting or event. Confirmation Letters: Confirming appointments, orders, or agreements. BUSINESS LETTER SIX MAIN PARTS 1.Sender Address 2.The Date 3.Inside Address 4.Salutation 5.Body of the Letter 6.Closing statement  SENDER ADDRESS The sender address is located at the top of the letter which contains the name of the sender or title including the location address and zip code.  DAT E The date included when letter is written  INSIDE ADDRESS The inside address also included name and title of the person who send the letter, including the name of the business and other complete information comparing to sender address which is located on part one of the business letter.  SALUTATI ON Composed of greetings sometimes start from the word ‘’Dear,’’ “Good Day”, “Good Morning” etc.  BODY OF THE LETTER Contain introducing the self of the sender and the purpose of his writing. The next paragraph of the letter should have background information which address important details, and also the last paragraph of the letter should restait the reason of writing the letter.  CLOSING STATEMENT Very important part, it is located after the body inside the letter. The first paragraph begins with a capital letter like sincerely, and ends with comma. The second paragraph of the closing contains the signature of the sender, while the last paragraph of the closing statement include the name of the sender. Margi n The margins of your letter are the spaces around its edges. The typical setting is 1 inch on all sides. This helps to keep everything tidy and organised. Professional Tone It demonstrates a respectful and courteous approach towards the reader. It exudes confidence and clarity without appearing Block format is a commonly utilized style for composing business letters. It features a tidy and systematic arrangement, which makes it  Feature of Block format Left - for a consistent look, all alignment text is positioned to the left No margin. indentions- block format does not indent paragraphs like other formats do. The left margin marks the beginning of each new paragraph. - to improve readability, texts are Spacing single-spaced lines within paragraphs.  THE PURPOSE OF A BUSINESS LETTER A business letter is used primarily to request or provide information, to relate a deal, to bring or continue conversation, and/or to discuss prior negotiations. A business letter can be classified as private, however, it is typically not circulated to others, but rather meant for the eyes of the participants involved. The purpose of a business letter is to communicate professionally and formally.  COMMUNICATIVE PURPOSES A business letter is a formal tool for clear and concise communication between parties, often used to convey information, make requests, provide updates, or share  TRANSACTIONAL PURPOSE Business letters facilitate specific transactions, such as agreements, contracts, orders, payments, or service requests. They serve as a medium to formalize and confirm business activities.  PROFESSIONAL PURPOSES These letters uphold professionalism by representing an organization or individual with respect, credibility, and adherence to corporate etiquette. They help establish and maintain  FOMALITY AND RECORD-KEEPING Business letters serve as formal documents that can be archived for legal, historical, or reference purposes. They act as an official record of  APOLOGY/ RESOLUTION Address customer complaints or resolve issues. INVITAT Extend invitations for meetings, events, or ION conferences. CONGRATULATIONS/ RECOGNITION Acknowledge achievements or  Another Purpose's Building Relationships Generating Sales Responding to costumer complaints Announcing Recommending Responding TIPS FOR EFFECTIVE B U S I N E SS LETTER 1.Understand your purpose and audience 2.Choose the right format 3.Plan your content 4.Write clearly and concisely 5. Adopt professional tone 6. Structure your documents 7. Edit and proofread 8. Call to action THANK YOU!! !