BUSINESS LETTERSIt is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments.It serves as a record for future reference.It leaves more durable impression on the receiver's mind than an oral message.It is used as a legal document.It is used to build goodwill.

FUNCTIONS OF BUSINESS LETTERTo provide a convenient and inexpensive means of communication without personal contact.To seek or give information.To furnish evidence of transactions entered into.To provide a record for future reference.Record and referenceMaking a lasting impression.Widening the approachAn authoritative proof.Building goodwill.

KINDS OF BUSINESS LETTERSA.1. ENQUIRIES & REPLIESORDERS&EXECUTIONCREDIT& STATUSCOMPLAINTS& ADJUSTMENTSCOLLECTION LETTER.B.1.CIRCULAR LETTERSSALES LETTERSC.1. BANK CORRESPONDENCEINSURANCE

IMPORT EXPORTAGENCYD.1. APPLICATION LETTERSINTERVIEW LETTERSE.1. CORRESPONDENCE TO SECRETARY.CORRESPONDENCE WITH STATE & CENTRAL GOVT.F.1. LETTERS TO PRESS

THE IMPORTANCE OF LETTERSLetters represent your companys public image and your competenceLetters are more personal than a report, yet more formal than memos or e-mailLetters are more permanent than e-mailLetters constitute an official legal record of an agreementLetters follow up on telephone calls and other types of oral communicationsLetters provide a wide range of corporate informationLetters can support actionLetters sellLetters are efficient for targeted mass mailings

Writing Effective LettersAnalyze Your Audience:Who is my audience?Will my audience be favorably or unfavorably disposed to what I am going to say?What kinds of information will my audience expect me to supply?How will my audience use the information I am sending?What impression do I want my letter to make on readers?Have a clear sense of your purpose and theirsSelect the best communication strategyDraft, revise, and edit your letter

PROOF READING YOUR LETTERProofread everything that has your name on itTake time to proofread your letter forErrors of factsMiscalculationsMisrepresentationsAccuracy of prices, dates, and serial numbersFull-block formatAll text flush left, spaces between paragraphsSemi-block/Modified formatThe writers address, date, complementary close, andsignature to the right side of the letterThe date aligns with the complementary closeNotations of enclosures flush left below signature

LETTER FORMATSFull-block formatAll text flush left, spaces between paragraphsSemi-block/Modified formatThe writers address, date, complementary close, andsignature to the right side of the letterThe date aligns with the complementary closeNotations of enclosures flush left below signatureIndented paragraph formatIdentical to the semi block format except that each paragraph is indented five spaces Continuing pages.If your letter runs beyond one page, use name, page number, or address in the header of the second page.

PARTS OF A LETTERDate lineInside addressSalutationSubject lineText of the letterComplementary closeSignatureEnclosure(s) lineCopy notation

ACHIEVING THE YOU ATTITUDE:FOUR GUIDELINESNever forget that your reader is a real personAvoid writing cold, impersonal letters Keep the reader in the forefront of your letterMake sure your readers needs control the tone, message, and organization of your letter Be courteous and tactfulBe neither boastful nor meek

TYPES OF LETTERSFour common types of business correspondence1. Inquiry letters2. Special request letters3. Sales letters4. Customer relations letters: Follow-up Complaint Adjustment Collection

TYPES OF LETTERSCLASSIFICATIONS OF BUSINESS LETTERS PositiveCustomer relations letters responding favorably to awriters request or complaintSales letters promoting a product NeutralLetters requesting information about a product orservice, placing an order, or responding to someaction or questionNegativeCustomer relations letters refusing a request, sayingno to an adjustment, etc.

INQUIRY LETTERSInquiry letters ask for information about a product, service, publication, or procedureBe sure to supply appropriate, or exact descriptions of what you are inquiring for.Rules for effective inquiry letters:states information writer wants indicates clearly why the writer must have the informationkeeps questions short and to the pointspecifics when the writer must have the informationthanks the reader

SPECIAL REQUEST LETTERSMake sure you address your letter to the right personState who you are and why you are writing Indicate clearly your reason for requesting the information Make your questions easy to answer and separate them clearly. Specify exactly when you need the information and allow sufficient time

SPECIAL REQUEST LETTERSOffer to forward a copy of your report, paper, or survey in gratitude for the help you were given If you want to reprint or publish the materials you asked for, indicate that you will secure whatever permissions are necessary Assure confidential, if that is appropriate End by thanking the reader for helping

SALES LETTERS:SOME PRELIMINARY GUIDELINESIdentify and limit your audience Use reader psychology Don't boast or bore Use words that appeal to the readersSenses. Be ethical