BUSINESS
LETTERS
1.
STYLE OF
BUSINESS LETTERS
In
generally there are six styles which are used for writing business letters in
the world of business. Let us discuss them one by one:
A. Full
Block Style
Full block style is a business letter
usually located on flattened left as letter head, date, inside address,
subject, salutation, body of letter, complementary a close, signature or as a
whole of format letter being in a position flattened left. Open punctuation,
however, refers to a modification of style where all nonessential punctuation
is omitted.
Most businesses use the Full Block Style because it is easy to
type no indenting. Also, it looks modern and sleek on the page.
B. Block
Style
The standard block style is a
popular choice because it is the easiest layout to format. Format where all
typed content is aligned with the left margin and no
indentation. A block letter have specific components is the sender's name,
address, phone, the recipient's name and address, the current date, the
subject, and the main body. A block letter could be used as a template letter,
one that is used for all correspondence of a specific nature or type. It could
even be turned into a Microsoft Word template, where various components are fed
into the document from another source (like an Excel spreadsheet) using macros.
The institutions and educators will
make a letter use a form of this style will be easier to read.
C. Semi
Block Style
Semi-block is similar to block style
but has a more informal appearance. Mixed punctuation is preferred in this
style of letter writing. All elements are left-aligned, except for the
beginning of each paragraph, which is indented five spaces. Paragraphs are
separated by a double line space. The line endings are unjustified.
Some writers advocate this format and
say that it is easy to read indented paragraphs and it also looks appealing and
pleasant.
D.
Indented Style
It is the oldest style of
writing business letters. In an indented format letter, the first word of
every paragraph is written leaving some (two or four) spaces from the left margin.
Other parts are arranged-date is right margin, inside address left margin, subject
is in the middle of two margins and complement close in the right margin, etc.
Closed punctuation is used. The only quality for which it should be appreciated
is that of its pleasant look.
The writer of the letter has balance
appearance as the entire matter is balance on both sides (right and left hand
side) of the paper. It
has the traditional standard of letter writing.
E.
Simplified Style
The standard block letter style
continues to be modified. Each component begins at the left margin and follows
similar spacing guidelines. However, the style omits two components (the
salutation and the closing) and adds a component (a subject line). Much like
that used in a memo or e-mail, the subject line is typed in all caps two blank
lines below the recipient's address and two lines before the first paragraph.
By omitting the salutation and closing,
the writer avoids the common problems of inappropriate salutations and awkward
courtesy closings. It is suitable when the exact name of the recipient is not
known or for form letters, because there is no salutation.
F.
Hanging Indentation Style
Hanging Style is the format paragraphs hang, or leaning more to the left. First
line of each paragraphs begins with the left margin and all the remaining lines
in each paragraphs are indented four to five spaces. The forms of this letter
on letter head, date, complementary close and signature are in the position of
the Middle letters. The other part on letters such as the inside address,
salutation, body, subject of letter are in the position of left-align. At the
beginning of the paragraphs, paragraphs hanging
is not spaced.
The Hanging Indentation style is used
rarely and is preferred for letter containing many topics or paragraphs. The
disadvantage of this style is that it is time consuming due to many
indentations.
2.
PARTS OF BUSINESS LETTER
1)
The Heading (The Retern Address) or
Letterhead
2)
Date
3)
The Inside Address
4)
The Greeting
5)
The Subject Line (optional)
6)
The Body Paragraphs
7)
The Complimentary Close
8)
Signature and Writer’s identification
9)
Initials, Enclosures, Copies
3.
KINDS OF BUSINESS LETTER
1.
Inquiry Letter
A
letter of inquiry serves to facilitate business operations and satisfaction of
the sender. Inquiry letters ask a question or elicit information from the
recipient. Inquiry letters remove any misunderstanding and are time savers,
especially when two parties want to reach an understanding. The communication
towards this effect resolves the issue without any delay. Be sure to include
your contact information so that it is easy for the reader to respond.
2.
Order Letter
Order
letters are sent by consumers or businesses to a manufacturer, retailer or
wholesaler to order goods or services. It should have details such as product
specifications, quantities, price agreed upon, delivery date, late delivery
clauses, etc. Payment is sometimes included with the letter. It should be
addressed to the person responsible for the execution of the order with a copy
to the head of department. Since it is totally an official letter it should be
typed.
3.
Complaint Letter
A
Complaint Letter is a request for an adjustment. The words and tone you choose
to use in a letter complaining to a business may be the deciding factor on
whether your complaint is satisfied. In other words, a Complaint Letter can be interpreted
about the damage, errors or mistakes happened to the delivered goods and
therefore claims for compensation is known to be a complaint letter.
4.
Payment Letter
This
types of letters in a formal manner and should be straight forward. The reader
should be able to understand the reason behind such letters. This letter is
addressed to General Manager of a company who has not made a payment to the
other company for using their services. The manager of the other company writes
this letter to request the General Manager to make the pending payment as early
as possible.
5.
Application Letter
An
application letter is merely another name for a cover letter, the official
business letter often included with a job application and/ or resume anda sent
to a prospective employer. However, the application letter can be interpreted as
business document, part of the important correspondence between applicant and
organization, firm or company, institution or various boards and committees that
a vacancy.
In
order to write a job application letter in the most exact manner, the writer
must understand that letters employers are familiar with nowadays were
established gradually to become effectual, succinct and workable documents.
6.
Curriculum Vitae
Curriculum
vitae is the summary of a job applicant's professional experience and
educational background, along with other relevant information regarding the
candidate's qualifications. Curriculum Vitae may also be requested for
applicants to post secondary programs, scholarships, grants and bursaries. The
curriculum vitae is similar to a resume, but is used more frequently by
candidates who have published works in journals, such as scientists or academic
professionals.
While
the basic rules of a good CV remain constant, the world of work and business
changes quickly. This especially impacts on how managers and graduates can best
show themselves to be outstanding candidates.
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