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Business letter
1.
2. Business letters are
formal letters used for
business-to-business,
business-to-client, or
client-to-business
correspondence.
3.
4. Standard Letter Parts
• Heading – shows the company name, address, phone
or fax number, and logo. (letterhead)
• The letter starts with the date, use the month-day-
year format unless the company requires another
format.
• If the letter is prepared on plain paper, the writer’s
address must be included to enable the receiver to
respond.
• Writer’s name is omitted since it will appear on the
signature block.
5.
6. Standard Letter Parts
• Letter Address – includes:
personal or professional title (e.g. Mr. Or Ms.)
the name of the receiver
his/her professional position (if relevant)
Company name
Complete address
• It begins a quadruple space after the dateline
(three blank spaces in between).
7. Standard Letter Parts
• Salutation – The greeting that opens a letter and is
placed a double space below the letter address.
• The salutation is omitted in the simplified block
format.
• To show courtesy for the receiver, include a personal
or professional title (ex. Dear Ms. Henson)
• If the letter were addressed not to one person, but to a
group or company: “Ladies and Gentlemen,” would
be appropriate. But to limit or avoid the use of this informal
salutation, you may use the simplified block format and do away
with the salutation.
8. Standard Letter Parts
• Body
contains the message of your letter.
Begins a double space below the salutation.
Paragraphs are single spaced with a double space
between paragraphs.
9. Standard Letter Parts
• Complimentary Close - a phrase used to close a
letter in the same way that you say goodbye at the end
of a conversation.
• Should reflect the formality of your relationship with
the receiver.
• Most common: “Yours truly,” “Sincerely yours,”
“Sincerely” “Cordially” and “Cordially yours”
• “Sincerely” is considered neutral and is thus
appropriate in a majority of business situation.
• Capitalize only the first word of the complimentary
close.
10. Standard Letter Parts
• Signature block – consists of the writer’s
name a quadruple space below the
complimentary close.
• The writer’s signature is placed legibly in the
space provided. (women may use a title to
indicate her preference ; Ms., Miss or Mrs.).
• A business or professional title may be placed
on the same line with the writer’s name or
directly below it.
11. Standard Letter Parts
• Reference initials- consist of the keyboard
operator’s initials keyed in lower case a double
space below the signature block.
• The reference initials and the signature block
identify the persons involved in the preparation
of such document just in case later on someone
would want to verify or authenticate.
15. o Appreciation Letter - a letter of gratitude and
appreciation for help extended, or a good
business deal.
o Thank you - is a letter of gratitude.
o Congratulations - is a letter that praises the
recipient for a job well- done
o Letter of Recognition - a written statement of
recognized efforts similar to an appreciation
letter.
o Letter of Reference - is a character reference
letter. It is a letter building up the character of a
person to be accepted in a job.
16. o Recommendation - is an endorsement letter to hire a
certain person. Sympathy letter - is a letter of
condolences to a person or family.
o Invitation letter - is a letter persuading a person or a
company to join an event or an occasion.
o Letter of credit - is a way of endorsing a certain
business to be considered a credit loan.
o Letter of interest - a reply to an invitation that
confirms presence on the event/occasion.
o Business memorandum - notices that are distributed
to the staff. They are reminders of company activities,
or imminent changes in the company.
o Business introduction - is done to introduce a new
business to the readers.
17. o Business letter - a letter that talks about
the plans for the business.
o Donation letter - a letter asking for
donations.
o Termination letter - more popularly
known as a resignation letter. It signifies
someone's desire to leave a job
permanently.
19. o Welcome Letter - welcomes the client
and thanking him for choosing the
company.
o Letter of Appreciation - thanks the
client for having business with the
company.
o Apology Letter - asking the client for
reconsideration, and apologizes for
failing to deliver.
o Collection Letter - notice outstanding
payments due.
20. o Invoice Letter Template - this is asking
the clients to state the invoice number of
their transactions.
o Letter of Invitation - inviting a client to
join a certain gathering.
o Marketing Letter - is stating the newest
products that the company will provide
soon or is presently providing.
o Rejection Letter - is stating the
rejection of the client's request.
22. Block
• Cost-efficient way of producing business
documents.
• Easy-to-learn, less effort required.
• All lines (including paragraphs) begin at
the left margin; therefore, no time is lost
setting tabs and positioning letter parts.
23. Modified block
• The traditional letter format.
• The dateline, complimentary close, and signature
block begin at the horizontal center of the page.
• Paragraphs may be indented five spaces if the writer
prefers or the company policies require it; however,
the indention creations unnecessary keystrokes that
increase the cost of the letter.
• All other lines begin at the left margin.
24. Simplified block
• Efficient letter format.
• Like block format, all lines begin at the left
margin;
• However, the salutation and complimentary
close are omitted, and a subject line is
required.
• Place the subject line a double space below
the letter address and a double space above
the body.
