1. what are the definitions of business letter ?
Explain more than one definition !
- A business letter is a letter written in
formal language, usually used when writing from one business organization to
another, or for correspondence between such organizations and their customers,
clients and other external parties. The overall style of letter will depend on
the relationship between the parties concerned. There are many reasons to write
a business letter. It could be to request direct information or action from
another party, to order supplies from a supplier, to identify a mistake that
was committed, to reply directly to a request, to apologize for a wrong or
simply to convey goodwill. Even today, the business letter is still very useful
because it produces a permanent record, is confidential, formal and delivers
persuasive, well-considered messages.
- A business letter is a type of correspondence
between companies or between companies and individuals, such as customers,
clients, contractors or other outside parties. Business letters differ from
personal letters in that they are more formal in tone and writing style.
However, the tone and style can vary greatly depending on the type of business
letter
2. Mention the types of business letter ?
- Sales Letters
Typical sales letters start
off with a very strong statement to capture the interest of the reader.
Since the purpose is to get the reader to do something, these letters include
strong calls to action, detail the benefit to the reader of taking the action
and include information to help the reader to act, such as including a
telephone number or website link.
- Order Letters
Order letters are
sent by consumers or businesses to a manufacturer, retailer or wholesaler to
order goods or services. These letters must contain specific information such
as model number, name of the product, the quantity desired and expected price.
Payment is sometimes included with the letter.
- Complaint Letters
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. Be direct but
tactful and always use a professional tone if you want the company
to listen to you.
- Adjustment Letters
An adjustment
letter is normally sent in response to a claim or complaint. If the adjustment
is in the customer’s favor, begin the letter with that news. If not, keep your
tone factual and let the customer know that you understand the complaint.
- Inquiry Letters
Inquiry
Letters ask a question or elicit information from the recipient. When
composing this type of letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your contact information so that it is
easy for the reader to respond.
- Follow-up Letter
Follow-up
letter are usually sent after some type of initial communication. This
could be a sales department thanking a customer for an order, a businessman
reviewing the outcome of a meeting or a job seeker inquiring about the status
of his application. In many cases, these letters are a combination thank-you
note and sales letter.
- Letters Of Recommendation
Prospective employers often ask job applicants for letters of
recommendation before they hire them. This type of letter is usually from a
previous employer or professor, and it describes the sender’s relationship with
and opinion of the job seeker.
- Acknowledgment Letters
Acknowledgment
letters act as simple receipts. Businesses send them to let others know
that they have received a prior communication, but action may or may not have
taken place.
- Cover Letter
Cover
letter usually accompany a package, report or other merchandise. They are
used to describe what is enclosed, why it is being sent and what the recipient
should do with it, if there is any action that needs to be taken. These types
of letters are generally very short and succinct.
- Letters Of Resignation
When an
employee plans to leave his job, a letter of resignation is usually sent to his
immediate manager giving him notice and letting him know when the last day of
employment will be. In many cases, the employee also will detail his reason for
leaving the company.
3. How many styles are there in business letter ?
explain them !
- Full Block
Full block style is a letter
format in which all text is justified to the left margin. In block letter
style, standard punctuation is placed after salutations and in other headings.
Open punctuation, however, refers to a modification of style where all nonessential
punctuation is omitted. A few key factors will help you understand block style
format and the difference that open punctuation makes.
- Semi-Block Style
Semi-blok fromat in a
format this text parallel left and all paragraphs in the letter is indented.
Format shape on this letter on letter head, date, complementary a close, and
signature being in a position flattened right. In the layout uneven right, but
can dibilangg flattened middle. Other parts on a letter as inside address,
subject, salutation, body of letter, and enclosure if terdapatnya attachment
letter,Being flattened on the left.
- Simplified-Style
Simplified-style business
letters contain all the same elements as the full-block and semi-block
letters. Like the full-block format, the simplified format left-justifies every
line except for the company logo or letterhead. The date line is either
slightly right of center or flush with the center of the page. Letters written
in the simplified format have fewer internal sections, such as the body,
salutation and date line.
Using the simplified style is the most useful at
times when you don’t have a recipient’s contact name. Because the simplified
style does not require a salutation, you don’t need the person’s name. The
simplified format does away with unneeded formality while maintaining a
professional approach.
- Hanging-Indented Style
This very
useful style places the first words of each paragraph prominently on the page.
It is useful for letters that deal with a variety of different topics. However,
for normal business communications, this style is very rarely used. The first
line of the paragraph begins at the left-hand margin. And the other lines of
the same paragraph are indented three to four spaces. This is the reversal of
semi-indented style discussed in other page.
