Define official letter. What are the features of an official letter?

Define official letter,official letter head

businesscommunicationnew

Define official letter. What are the features of an official letter?
When letters are written by business or non-business concerns on official matters then it is known as official letters. In other words, official letters means correspondence between two or more institution on matters other than business. Governmental, semi governmental, no trading concerns etc. are different parties of official letters. A business firm can engage in official letters when need to communicate with above organizations.

Features of an official letter:
Features of an official letter can be mentioned as follows:

1. Tone:
Tone of an official letter must be formal. Emotional feelings cannot be expressed in an official letter.

2. Structure:
An official letter must follow a specific structure.

3. Salutation:
Salutation of an official letter depends on the designation of the receiver.

4. Evidence:
Official letters can be used as documentary evidence for future
References.

5. Reference number:
An official letter also includes a reference number depending on the subject matter and previous contacts.

6. Conciseness:
Only relevant and necessary matters included in an official letter, thus length is usually short.

7. Enclosure:
If necessary different documents can be enclosed with an official letter.

8. Number of receivers:
An official letter can be received by different persons in the same time.

Read more »

Posted in: Business Communication,Business Communication Articles,Business Letter Writing,Define official letter,English official letter,How to write an official letter,Official letter,Official letter head

Define Personal letter,Distinguish personal letter from Business letter

Define Personal letter,personal letter heading

businesscommunicationnew

Define Personal letter,Distinguish personal letter from Business letter
Letters written to convey personal messages are known as personal letters. When a person write letters to his/her family, friends, or to any known personal to express personal feelings or to convey information then such letter can be termed as personal letters.

Features:
1. Written to any known person
2. Personal matters discussed
3. Less formal
4. No specific structure

Difference between personal letters and business letters:


The difference between the personal letters and business letters are as follows:

Subject	Personal letter	Business letter
Definition	Letters conveying personal messages are known as personal letters.	Letters used to transmit information regarding business activities are known as business letter.
Structure	It has no specific structure.	Business letters must be written by following specific structure.
Degree of formality	It is informal in nature.	It is formal in nature.
Length	Length of a personal letter may be large.	Length of a business letter is usually short.
Salutation	Depends on the age and relationship between the sender and receiver.	The salutation depends on the rank or position of the receiver.
Number of receiver	In case of personal letter generally number of receiver is one.	Many receiver can receive copies of a same letter.
Emotional feelings	In case of personal letter emotion can be expressed.	There is no opportunity to express emotion in a business letter.
Enclosure	In personal letter usually no enclosure is required.	Business letters can include enclosure if necessary.

Tip
1st Part: Letters written to convey……………………………………………….

Features: 4 point

2nd Part: Difference between
1. Definition
2. Structure
3. Degree of formality
4. Length
5. Salutation
6. Number of receiver
7. Emotional feelings
8. Enclosure

Read more »

Posted in: Business Communication,Business Communication Articles,Business Communication trends,Business Letter Writing,Define Personal letter,Example of a personal letter,Personal letter heading

Functions of the first, middle and last Paragraphs of a business letter

Functions of the first, middle and last Paragraphs of a business letter

businesscommunicationnew

Functions of the first, middle and last Paragraphs of a business letter
Irrespective of the nature of the message almost all types of letter have a common structure, which is as follows:

First paragraph	Introduction
Middle Paragraph	BODY
Last Paragraph	Conclusion

      Fig -12: Common formal of a letter

Different paragraphs have different functions. Though all the paragraphs are parts of a same letter and planed to achieve same objectives but act differently.

Functions of the First Paragraph:
As the reader first will go through this paragraph so it has some special functions. Function of the first paragraph is as follows:

Draw attention Mention the purpose(s) of the letter Create a positive impression Refer to previous correspondence

1. Draw attention:
To make the reader attentive and to obtain reader’s interest the introduction paragraph is arranged with such attractive and eye-catcher sentences.

2. Mention the purpose of the letter:
In short, the basic purpose of the letter is mentioned in the first paragraph to inform the reader about the subject matter of the letter.

3. Create a positive impression:
The introduction paragraph leads the letter to the destination. Thus a favorable impression needs to be created through the first paragraph.

4. Refer to the previous correspondence:
If the letter is written in connection to a previous letter then reference should be mentioned.

Function of the Middle paragraph:
It is the heart of a letter. Detailed information is mentioned in this section. Causes and explanations are included in the middle paragraph. This is also known as the text or body of the letter.

Function of the middle paragraphs are as follows:

Explanation of the objective of the letter Provide supporting information Explain the causes of the action

1. Explanation of the objective of the letter:
The basic function of the middle paragraph is to provide explanation of the purpose of the letter.

2. Provide supporting information:
Information regarding past references, timing of activity, nature of action need to be taken and other relevant information are also provided in the middle paragraph.

3. Explain the causes of the action:
Usually in most of the business letters request made to the reader to take a particular action or actions.

In middle paragraphs explanation also provided why such action need to be taken.

Functions of the last paragraph:
In the last paragraph usually a formal and courteous request is made to the reader to take action.

Functions of the last paragraph are as follows:

Request to take action Courteous closing

1. Request to take action:
There is a saying “all’s well that ends well” – a letter having a very good introductory and properly explained middle paragraph may failed to achieve the desired goal just for a poor closing paragraph.

Thus, a final cordial request should be made in the last paragraph to encourage the reader to take action.

2. Courteous closing:
The letter needs to be closed with a courteous tone. It creates favorable impact in the mind of the reader and boost up the image of the company.

Read more »

Posted in: Business Communication,Business Communication Articles,Business Communication Studies,Business Communication Tips,Business Letter Writing,First,Middle and last paragraphs of a business letter

Different Parts or Elements of a Business letter

Structure of a business letter

Businesscommunicationnew

Discuss different parts or elements of a letter,structure of a business letter

different parts or elements of a letter,

Or, discuss the structure of a business letter

Business letter generally have ten (10) elements, which are as follows:

At a glimpse
1.       Letter head     2.       Date line     3.       Inside address      4.     Salutation      5.       Body of the letter	6.       Complementary close      7.       Signature b lock      8.       Initials      9.       Enclosure      10.   Carbon copy notation

1. Letter head:
It includes organization’s name, full address, telephone number etc.

2. Date line:
Date line usually placed at least one line below the heading. It can be written either in left or fight merging.

3. Inside address:
It indicates the receiver of the letter. It includes name and address of the receiver.

4. Salutation:
It is almost similar to the first line of the inside address. For the male singular it is ‘Dear Sir’ for the female‘Dear Madam’ etc.

5. Body of the letter:
This is the heart of a letter. Infect the main message or information are given in this part of a letter.

Body of a letter has three parts:
i. The opening paragraph
ii. Middle paragraph or communication
iii. The closing paragraph.

6. Complementary close:
It is typed below the body of a letter. It is the closing of a letter on a friendly note. Popular forms are as follows:

-          Truly yours -          Yours Sincerely -          Sincerely yours -          Cordially yours etc.

7. Signature block:
It should be several lines below the complementary close.

8. Initials:
Initials appear at the left margin and are typed at least two (2) lines below the signature block. It is the short signature of the type writer or computer operator.

9. Enclosure:
It appears at the bottom of the letter. It mentions the attachment of the other papers with the letter.

10. Carbon copy notation:
It indicates names of the persons who are receiving the carbon copy’s (CC) or photo copy’s (Pc) of the letter.

Beside the main parts there are some additional parts of a letter which are as follows:
1. Addressee notation
2. Attention line
3. Subject line
4. Second page heading
5. Mailing notation
6. Postscript

             Business letter format and style

1.letter head 2.Date line 3.Inside Address 4.Salutaion 5.Body of letter 6.Complimentary Close 7.Signature Block 8.Initials 9.enclosure notation 10.Carbon Copy notation

Maki  Book Depot 37, Washington New York -2456                                                              June 30,2012 Mr. Jhon Bush Chairman Department of Marketing HBUC, New York- 2567 Dear Mr. Jhon Bush ………………………………………………………………….. ……………………………………………………………………. …………………………………………………………………….                                                              Sincerely,                                                              Mr. Michel                                                    Managing Director Bg/Bp Encl. CC: Principal, HBUC

                                   Fig-11: Business letter parts.

Read more »

Posted in: Business Communication,Business Communication Articles,Business Letter Writing,Business trends,Different Parts of Business Letter,Elements of Business Letter,Structure of Business letter

Different style or formats of a letter

Full Block Format,Modified Block,Semi Block,AMS Block Format Letter

businesscommunicationnew

Different style or formats of a letter as Full Block Format,Modified Block,Semi Block,AMS Block Format Letter

Style/Formats of letters:

There are different styles or formats of letter.

1. Full block format

2. Modified block

3. Semi block

4. AMS simplified

1. Full block Format:
Here all elements of a letter begin at the left margin. This format can save typing time and reduced typing errors.
                                                           Full block format is as follows:

                                  Full Block Style

12 to 14 lines from top of the page 4 to 10 lines below Double space Double space Double space Double space 4 lines of space Double space

Date line Inside address …………………………….. …………………………….. Salutation: …………………………………………………………………………………. ………………………………………………………………………………….. …………………………………………………………………………………… …………………………………………………………………………………… ……………………………………………………………………………………. ……………………………………………………………………………………. …………………………………………………………………………………….. …………………………………………………………………………………….. …………………………………………………………………………………….. Complimentary  close Name / Title Initials Encl, CC:

                                                                  






















































                                                          Fig.-7: Full Block Style.

2. Modified Block:
The modified block style is more balanced in its graphic layout than the full block format. In this case each part of the letter begins at the left margin except the date, complementary close and signature block.

                                           Modified block style is illustrated in the following figure:
                             Modified Block Style
3. Semi block format/Indented paragraph format:   

12 to 14 lines from top of the page 4 to 10 lines below date line Double space Double space Double space Indent to Double space

Date line Inside address ………………………………………………………… ………………………………………………………… Salutation: ……………………………………………………………………. ……………………………………………………………………. …………………………………………………………………… ……………………………………………………………………. …………………………………………………………............ ………………………………………………………………………. ……………………………………………………………………… ………………………………………………………………………. Complimentary close                           Name                         Title Initials Encls. CC:

Double space 4 lines of space

                           
Fig -08: Modified block style.
The main difference between modified block style and semi block style is, in semiblock format paragraphs are indented. Semiblock format is less formal and basically used for personal messages:

                                     Semiblock format is as follows:
                             Semiblock style 

4. AMS Simplified style: 

12 to 14 lines form top of the page 4 to 10 lines below date line Double space Double space Indent 5 space for paragraph Double space Double space

Date line Inside address …………………………… ………………………….. Salutation:                ……………………………………………………………….. ……………………………………………………………………………..                      …………………………………………………………… …………………………………………………………………………….. Complimentary close,                                                  Name                         Title Initial Encl. CC:

Double space 4 lines of space

                                
 Fig-09: Semiblock style

The Administrative Management Society (AMS) has proposed a simplified letter format which is known as AMS simplified letter format. In this format salutations and complementary close are eliminated. Here a subject line (in capital letters) is included in the letter. This format can be depicted as follows:

                         AMS Letter Style

12 to 14 lines from top of paper 4 to 10 lines below date line Triple space subject line Triple space Double space 4 line of space Double space

Date line Inside address ………………………………… ………………………………… REQUEST FOR PROPOSAL AND …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… ……………………………………………………………………………………………………………                                                         No Complimentary                                Close Name Title Initials Encl. CC.

                                                Fig- 10: AMS Simplified Style

These are the most popular letter formats which are widely used in the business world.

Read more »

Posted in: Business Communication,Business Communication Articles,Business Communication Tips,Business letter,Business Letter Writing,Business Studies,How to Write a Business Letter,Parts of a Business Letter