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Forms of Office Correspondence
145
Forms of Office Correspondence
- Business letter
- Business Memo
- Business E-mail
Prepared By:
4th Group
What is a
BUSINESS LETTER?
A Business Letter is type of letter which serves as a means of communication written for various commercial purposes. These purposes can be a business deal, complaint, warning, notice, invitation, declaration, information, apology and various other corporate matters. Letters of business are the most popular and the most widely written types of letters. Business letters are also the oldest form of official correspondence and perhaps the propagators of mailing system
Business letter
Types of Business Letters
Business Letters are basically of Two Types:
Types
1. Formal Business Letter – Formal business letters are the typical or standard business letters meant for legal or official correspondence. These include letters regarding business deals, order, claim, dispute settlement, agreements, information request, sales report and other official matters.
2. Informal Business Letter – Informal Business Letter has a laid back approach. It is used for casual correspondence but doesn’t necessarily has to have a casual tone of language. These letters include memorandums, appraisals, interview thanks, reference letters, cover letter, customer complaint letters, e-mails and others which are less important or regular.
Parts of a Business Letter
Like most of the letters a business letter also has a layout which includes various divided parts.
These parts are:
Parts
Letterhead
A letterhead is topmost heading printed on letter paper. The heading consists of name, address generally accompanied by a logo of the organisation. Most professional firms have their own pre-designed letterhead. Pre printed Letterheads showcase the repute of a company; in terms that that company can afford to have these and is not miser in using some extra ink. However smaller firms may not have it. They use their name, address where the letterhead would be placed.
Date
The date has to written exactly below the letter head. The date is important part of a letter and is used for reference. The date is supposed to be written in full with day, month and year. Example – 31st May 2012 or May 31st, 2012
Date
Recipient
Recipient or Receiver's name and Address is next part of a business letter. This part included the Name of the Receiver, his Designation and Full address inclusive of phone and email.
Recipient
Salutation
Salutation
Salutation is word of greeting used to begin a letter. It is courteous gesture and shows respect to the receiver. Dear Sir / Madam etc. are specifically known as Opening Salutation.
Body
Body
Body is the main part of the letter. The message of the letter is to be clearly mentioned in the first line, itself. The body has the relevant subject matter which is to be divided into a number of paragraphs, mostly 3-4 or more depending upon the matter. If there are instructions etc. these are to be in a bulleted or numerically listed in separate lines. The Last Paragraph should sum up the whole letter and offer any assistance or take a course of action as required or instructed.
Closing
Closing
Closing refers to the end of the letter. It is courteous and shows a mark of respect towards the recipient. Yours Sincerely or Sincerely etc. are specifically known as Closing Salutations.
Signature
Signature
Sign your name after a few spaces. If you have your Printed Name, then sign above the line containing your typed name. Signature is to written in Black or Blue Ink. If you have an electronic signature you can use that too. Scanned image of your signature can also be used, if it confers with rules of your organization.
Sender’s Name, title and contact information
Title
If not provided in the letterhead, one can include his Name, Title, Address, Phone, Email etc. in separate lines.
Enclosure
Enclosure
If you have attached some documents, Type Enclosures few lines after the Signature of Senders Info. Provide the number and type of documents attached e.g. ‘Enclosures (2): brochure, resume’.
Business Letter Styles
There are Four Styles, or Indentation Formats used for writing business letters.
Styles
Full Block Style
Block letter format is commonly used to correspond between businesses and between individuals and businesses. Its main purposes are to inform, request or register a complaint.
In full block format letter:
All the text is aligned to the left margin
All lines are left justified
Paragraphs are not indented
Paragraphs are separated by double or triple spacing
Everything is followed by a single blank space in most case but there are exceptions: three or four spaces follow the date; two spaces follow the body; three or four spaces after the closing (enough room for a signature); and two blank lines after the sender's title
There is no punctuation in the addresses
There is a comma after the greeting, although some in the U.S. prefer a colon
The closing is also followed by a comma
Semi Block Style
Semi block
Semi-Block letter format is as mentioned, has partial formatting of a full block style.
In Semi-Block Format Letter:
All text is aligned to the left margin
Paragraphs are indented
Modified Block Style
Modified block format is a conventional way of writing formal business letters. Its format is applicable to both print and email correspondence. Its main purposes include cover letters, thank you letters, letters of resignation and sales letters.
In Modified Block Format Letter:
All text is aligned to the left margin, except for the author's address, date, and closing
Paragraphs are not indented
The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position
Modified Block
Modified Semi Block Style
Modified Semi Block
In modified semi-block format there are partial elements of modified block style.
In Modified Semi-Block Format Letter:
All text is aligned to the left margin, except for the author's address, date, and closing
Paragraphs are indented
The author's address, date, and closing are usually indented in same position
Format
What is a
BUSINESS MEMO
Business Memo
The business memo is a standard form of written communication in academics, government, and industry. The memo is a formal method of written communication with a well established format and style. An introduction to the standards for format and style is provided below.
Heading
Memos generally begin with a header section that identifies the purpose of the correspondence, to whom the memo has been sent, when it was written, and who wrote it. The heading is generally formatted as follows:
Parts
Body of the Business Memo
Body
A well written memo begins with a clear and succinct purpose statement. The purpose statement usually begins with words such as "I am writing to inform you..." or "The purpose of this memo is to summarize..." Usually the author of the memo is writing not merely to inform but in order to make a formal request of some kind. Consequently, the nature of the request is also usually stated at the beginning of the memo as well.
Closing Paragraph
Memos are generally written as a request for action on the part of the reader. In general, your memo should end with a (re-)statement of your specific request.
Closing Paragraph
Title
Steps
7 Steps to Write Impressive Memos in Business English
Know the Format. Essentially, a memo has just two parts: a heading (which we'll explain below) and a body (the text of the memo).
Label Your Memo.
Create Your Heading.
Write a Concise Introduction.
Write the Memo Body.
End with a Conclusion.
Proofread
What is a
BUSINESS E-MAIL?
is a method of business communication, which plays an essential role in establishing relationships with colleagues, partners, and sponsors.
Business Email
Parts of
Business E-mail
Contact Information
The way you include your contact information will be different based on how you send your letter. In an email message, your contact information will be at the end of the message, whereas in a written letter, your contact information is at the top of the page. Here's what to include in your contact information section, plus samples for both typed letters and emails.
Parts
Salutation
The salutation is the greeting section of your letter with something like “Dear Mr. Peterson,” or “To Whom It May Concern.” Here's a list of letter salutation examples that work well for professional correspondence.
Salutation
Body of the Letter
Body
The body of your letter will include several paragraphs. The first paragraph should include an introduction and a brief explanation of your reason for writing. The second paragraph (and any following paragraphs) should explain further your reasons for writing. The last paragraph should either request action from the reader, if you are requesting something, or state how you will follow-up. Be sure to make the purpose of your letter clear. The reader will need to know what you are asking for and how they can help you. Or, if you’re offering services or assistance, make sure it’s clear what you can provide
Closing
Closing
A letter is closed with a term like "Best regards" or "Sincerely” followed by a comma, then your signature if you're sending a typed letter. If you're sending an email message, simply type your name after the closing.
Signature
Signature
A letter is closed with a term like "Best regards" or "Sincerely” followed by a comma, then your signature if you're sending a typed letter. If you're sending an email message, simply type your name after the closing.
Basic Rules For Writing Effective Business Emails
Guidelines
- Make use of a subject line. An email without a subject is just like a newspaper article without a headline. ...
- Start your email with a greeting. Greeting in business letters should be formal and concise. ...
- Keep message informative and brief. ...
- Be polite. ...
- Proofread your letter. ...
- End your letter with a signature block