STYLES
OF BUSINESS LETTERS
1. Full block style
Writing
on full block style: business letter usually located on flattened left as
letter head, date, inside address, subject, salutation, body of letter,
complementary a close, signature or as a whole of format letter being in a
position flattened left. The advantages is :This style reduces the time of
typist or writer as there are no indentations and the typist does not have to
use the tabular space (TAB key) of the typewriter again and again.
2.
Semi-block style
similar
to the modified block business letter style except that each paragraph is indented
instead of left justified. The advantages is : The letter wears an attractive
look because of unbroken left hand margin.
3..
This format Indented Style
Business
letters conform to generally one of four indentation formats: Block,
Semi-Block, Modified Block, and Modified Semi-Block. Put simply, “Semi-” means
that the first lines of paragraphs are indented; “Modified” means that the
sender’s address, date, and closing are significantly indented.The
advantages of indented style of letter is The letter has balance appearance as
the entire matter is balance on both sides (right and left hand side) of the
paper.
4.
Simplifed Style Format
Simple
shapes (Simplified Style) is a form letter that is almost similar to the shape
Straight Full but only without any greeting and closing greeting. Usually this
letter goes to the people who were working at the company. Sometimes the simple
form of letter writing is very simple without regard neatness and
regularity. The advantages of Simplifies Style is This style saves the
typist’s time as no salutation or complimentary close are typed or written and
there are few indentations.
5. Hanging
Style Format
This
style is used when you write a letter and you do not know the name and title of
the person to whom you are writing the letter. The disadvantage of this style
is that it is time consuming due to many indentations. Secondly the appearance
of the letter is not attractive as compared to letters written in other styles.
PART OF BUSINESS LETTER
A
business letter is a formal letter with six parts:
1.
The
Heading : The heading contains the return address with the
date on the last line. Sometimes it is necessary to include a line before the
date with a phone number, fax number, or e-mail address. Often there is a line
skipped between the address and the date. It is not necessary to type a return
address if you are using stationery with the return address already imprinted,
but you should always use a date.
2.
Recipient’s
Address : This is the address you are sending your letter
to. Be sure to make it as complete as possible so it gets to its destination.
Always include title names (such as Dr.) if you know them. This is, like the
other address, on the left margin. The inside address should appear through the
window in the envelope (if there is one). Be sure to skip a line after the
heading and before the recipient’s address, then skip another line after the
inside address before the greeting.
3.
The
Salutation : The salutation (or greeting) in a business letter
is always formal. It often begins with “Dear {Person’s name}.” Once again, be
sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or
Dr). If you’re unsure about the person’s title then just use their first
name. For example, you would use only the person’s first name if the person you
are writing to is “Johan” and you’re not sure if he or she is male or female.The
salutation always ends with a colon.
4.
The
Body
: The body is the meat of your letter. For block and modified block letter
formats, single space and left justify each paragraph. Be sure to leave a blank
line between each paragraph, however, no matter the format. Be sure to also
skip a line between the salutation and the body, as well as the body and the
close.
5.
The
Complimentary Close : The complimentary close is a short
and polite remark that ends your letter. The close begins at the same
justification as your date and one line after the last body paragraph.
Capitalize the first word of your closing (Thank you) and leave four lines for
a signature between the close and the sender’s name. A comma should follow the
closing.
6.
The
Signature Line : Skip at least four lines after the
close for your signature, and then type out the name to be signed. This often
includes a middle initial, although it is not required. Women may put their
title before had to show how they wish to be addressed (Ms., Mrs., Miss).The
signature should be in blue or black ink.
7.
Enclosures
: If you have any enclosed documents, such as a resume, you can indicate this
by typing “Enclosures” one line below the listing. You also may include the
name of each document.
8.
Block
: The most common layout for a business
letter is called a block format. In this format, the entire letter is justified
to the left and single spaced except for a double space between paragraphs.
9.
Modified
Block : Modified
block is another popular type of business letter. The body of the letter and
the sender’s and recipient’s addresses are left justified and single spaced.
However, in this format, the date and closing are tabbed to the center point.
10. Semi-Block :
The least used style is called a semi-block. In it each paragraph is indented
instead of left justified.
11. Font :
The standard font for business letters is Times New Roman, size 12. However,
fonts that are clear to read such as Arial may be used
TYPE OF BUSINESS LETTERS
1. 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.
2. 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.
3. 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.
4. Application
Letters
An
application letter is a formally written one-page letter that accompanies a
resume and other requested documentation in application for a job or academic
program. Application letters are often synonymous with cover letters, and in
addition to describing what materials are included in the application, an
application letter should also take time to highlight the qualifications that
prepare the writer for acceptance into the job or academic program.
5. Payment
Letter
A
letter of credit that is paid a fixed number of days after shipment or
presentation of prescribed documents. It is used where a buyer and a seller have
a close working relationship because, in effect, the seller is financing the
purchase by allowing the buyer a grace period for payment.A deferred payment
letter of credit differs from a sight draft or time draft in that no drafts are
involved but the payment is guaranteed on the stated date. However, there being
no draft, the beneficiary party's ability to discount or sell his or her right
to payment is restricted. Also calledusance letter of credit
6.
Curriculum Vitae
A
curriculum vitae is a document one uses to apply for employment. It provides
detailed information about an individual's educational and work history. And a
short account of one's career and qualifications prepared typically by an
applicant for a position.
REFERENCE
