Business English

Letter Writing and Business Correspondence

BY:

GROUP 3
CLASS: Tourism C

1 Kadek Windayanti (1312021106)

2 Pande Ayu Cintya Ningrum (1312021107)
3 Putu Pande Novita Sari (1312021115)
4 Putu Ratama (1312021125)

ENGLISH EDUCATION DEPARTMENT

FACULTY OF LANGUAGE AND ART
GANESHA UNIVERSITY OF EDUCATION
2016
 CHAPTER I

INTRODUCTION

1.1 Background

In our daily life, we exchange our ideas, thoughts and other information with our
friends, relatives and other people. Sometimes we directly talk to them and sometimes
we also write letters to them. In the letter, we express our feelings in a few words, we
may ask for any information or we may write about a complaint in connection with
our problems. Similarly, businessmen also exchange ideas, information by writing
letters. They communicate business information to customers, suppliers and others
and at the same time receive a variety of letters from them. In this paper let us know
about different types of letters used in the process of business transactions.

1.2 Problem statement

Based on the background above, we can formulate some problems, as follows:

1. What is the definition of letter and the types of letter?

2. What is the definition of business correspondence and types of business
correspondence?
3. What is the definition of business letter and the components of business letter?
4. What are the types of business letter?
5. What are the types of business envelope?

1.3 Purposes
Based on the problems statement above, we can formulate some purposes, as follows:
1. To know the definition of letter and the types of letter
2. To know the definition of business correspondence and types of business
correspondence.
3. To know the definition of business letter and the components of business letter.
4. To know the types of business letter.
5. To know the types of business envelope.

CHAPTER II

DISCUSSION

2.1 Definition and Types of Letter Writing

 A letter is defined as a written message or printed on paper which is addressed to a
person or an organization and usually put in an envelope. Letters have played and still
playing an important role in communication throughout the world. Paper letters were once the
most and at times the only reliable means of communication between two people in different
locations. Its format and importance has changed with evolution of technology, especially
with advent of email.
Letter can be categorized into different types based on formalities maintained,
information contained, purpose of use etc. Letters are divided into 2 major types, as follows:

1. Informal letters
The letter which does not follow any formal rule and contains personal
information is known as informal or personal letter. This type of letter is written
to relatives and friends for exchanging news or feelings or to seek favors. The
basis of writing personal letter is personal relationship.
2. Formal letters
The letter which is written according to the formal rules and regulations of an
organization is called formal letter. This type of letter always maintains the
formalities of the office strictly.

2.2 Definition of Business Correspondence and Types of Business Correspondence

Business correspondence means the exchange of information in a written format for the
process of business activities. Business correspondence can take place between organizations,
within organizations or between the customers and the organization.
There are several importance of business correspondence:
Help in maintaining proper relationship
Now-a-days business activities are not confined to any one area or locality. The
businessmen as well as customers are scattered throughout the country. Thus, there is a
need to maintain proper relationship among them by using appropriate means of
communication. Here, business letters play an important role. The customers can write
letters to the businessman seeking information about products and businessmen also
supply various information to customers. This helps them to carry on business on
national and international basis.
Inexpensive and convenient mode
Though there are other modes of communication like telephone, telex, fax, etc. but
business information can be provided and obtained economically and conveniently
through letters.
Create and maintain goodwill
 Sometimes business letters are written to create and enhance goodwill.
Businessmen at times send letters to enquire about complaints and suggestions of their
customers. They also send letters to inform the customers about the availability of a
new product, clearance sale etc. All this results in cordial relations with the customers,
which enhances the goodwill of the business.
Serve as evidence

We cannot expect a trader to memorize all facts and figures in a conversation that
normally takes place among businessmen. Through letters, he can keep a record of all
facts. Thus, letters can serve as evidence in case of dispute between two parties.

Help in expansion of business

Business requires information regarding competing products, prevailing prices,

promotion, market activities, etc. If the trader has to run from place to place to get
information, he will end up doing nothing. It will simply result in loss of time. But
through business letters, he can make all enquiries about the products and the markets.
He can also receive orders from different countries and, thus enhance sales.

Types of business correspondence

There are 4 major types of business correspondence, as follows:

Business letters

Business Memos

Business Faxes

Business Email

2.3 Definition of Business Letter and the Components of Business Letter

The letter which contains commercial information and is written among business
people is called business letter or commercial letter. Business letters are formal, structured
and non-personal. Commercial letter contains information relating to trade inquiry, circular,
order, complaint, claims, adjustment, and collection. We use business letters to convey any
number of non-personal purposes, such as negotiations, contract agreements, questions
regarding certain things or to arrange meetings.
There are six components to a business letter as follows:
1. The Heading
This contains the return address (usually two or three lines) with the date on the last
line. Sometimes it may be necessary to include a line after the address and before the
date for a phone number, fax number, E-mail address, or something similar.
Often a line is skipped between the address and date. That should always be done if the
heading is next to the left margin. It is not necessary to type the return address if you
are using stationery with the return address already imprinted. Always include the date.
2. The Inside Address
This is the address you are sending your letter to. Make it as complete as possible.
Include titles and names if you know them. This is always on the left margin. If an 8"
x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside
address can appear through the window in the envelope. An inside address also helps
the recipient route the letter properly and can help should the envelope be damaged and
the address become unreadable.
Skip a line after the heading before the inside address. Skip another line after the inside
address before the greeting.
3. The Greeting
This part also called the salutation. The greeting in a business letter is always formal. It
normally begins with the word "Dear" and always includes the person's last name.
It normally has a title. Use a first name only if the title is unclear--for example, you
are writing to someone named "Leslie," but do not know whether the person is male
or female. For more on the form of titles, see Titles with Names.
The greeting in a business letter always ends in a colon.

4. The Body
The body is written as text. A business letter is never hand written. Depending on the
letter style you choose, paragraphs may be indented. Regardless of format, skip a line
between paragraphs. Skip a line between the greeting and the body. Skip a line between
the body and the close.
5. The Complimentary Close
This short, polite closing ends with a comma. It is either at the left margin or its left
edge is in the center, depending on the Business Letter Style that you use. It begins at
the same column the heading does. The block style is becoming more widely used
because there is no indenting to bother with in the whole letter.
6. The Signature Line
 Skip two lines (unless you have unusually wide or narrow lines) and type out the name
to be signed. This customarily includes a middle initial, but does not have to. Women
may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title
in parentheses before their name.
The signature line may include a second line for a title, if appropriate. The term "By
direction" in the second line means that a superior is authorizing the signer. The
signature should start directly above the first letter of the signature line in the space
between the close and the signature line. Use blue or black ink.

2.4 Types of Business Letter

a. Inquiry Letter
Inquiry letter is a letter that are written for collecting information about quality,
quantity, price, mode of delivery and payment, etc. They may also ask for a sample.
The letter written to sellers with one or more of the above purposes is known as
enquiry letter.
Example of Inquiry Letter:

Myako Departmental Store

305 Youngman Road
Ottawa, Ontario
(301) 321-5845
info@miyako.com

20 August, 2014

Reliance Electric Company

579 Lake Center Drive
Upper Marlboro, MD 20773

Dear Sir/Madam

I have a large departmental store in Ottawa and I am interested in the electric

hair dryers you have advertised in the Daily Mirror.

Please send me a copy of your illustrated catalogue and price list. As I need this
product urgently, I would appreciate for an early reply.

Yours sincerely,

William Smith
Purchase Manager
 b. Quotation Letter
A quotation is a specific offer for sale. It is sent in response to an inquiry from a
particular person or business house. Thus it is a reply message to an inquiry from
potential buyer. A quotation includes details about the prices of specific goods
selected, terms of payment and conditions of delivery, while writing such letter,
seller should clearly state everything as inquired by the buyer.

Example of Quotation Letter:

c. Order Letter
When the Reliance Electric Company
579 Lake Center Drive
quotation of Upper Marlboro, MD 20773
the seller Phone: (301) 321-5248
E-mail: info@reliance.com
satisfies the
queries of the
21 August, 2014
prospective
buyer, he Myako Departmental Store
305 Youngman Road
places order Ottawa, Ontario
through an
Dear Mr. William
order letter.
So, after Thank you for your letter inquiring about electric hair dryers. I am happy to
enclose a copy of our latest illustrated catalogue and price list.
granting the
quotation, the You may have shown your interest in our latest electric hair dryer, the RX55
model. This specially designed model is easier to use and gives more comfort
letter which than earlier models. You will find detailed information of our terms in the price
the buyer list page of the catalogue.

writes to the Your consideration to place a trial order to test the efficiency of the product
supplier or would be highly appreciated. We assure you of our best services and shall
deliver the products within a fortnight of the receipt of your order.

If you have any question please contact me on 2356987.

Yours sincerely

Jennifer Gomez
Sales Manager
 seller, requesting him to deliver the prescribed amount of goods is called an order
letter.

Example of Order Letter:

Mancini Kitchen Equipment

Troy D. Mancini
4220 Straford Park
Harold, KY 41635

Dear Mr. Mancini,

We would like to purchase twenty two (22) individual stand mixers (Model #43423),
all in the color red.
We would like you to charge this purchase to the preexisting account that we have
with you, business account #543234.
We hope to receive this order no later than Friday, November 11th, 2009. Attached to
this letter please find our preferred shipping method and receiving address.

Please confirm that you received this order by calling us at 232-231-4563 anytime
during business hours, Monday to Friday.

Thank you for your cooperation

Keller Kitchen Co.

d. Complaint Letter
A complaint letter is written when the purchaser does not find the goods up to his
satisfaction. It is normally written by the purchaser when he receives wrong,
defective or damaged goods or receives incorrect quantity of goods. It can also be
written directly to the transit authority when the goods are damaged in transit. Thus,
we may define a letter of complaint as the letter that draws the attention of the
supplier or any other party on account of supply of defective or damaged goods.
 Example of Complaint Letter:

Sender name
Sender`s Title or Position
Sender`s Organization Name
Sender Street Address
City, State, Zip Code

Date: DD/MM/YYY

Recipient`s Name
Recipient`s Position or Title
Recipient`s organization Name
Recipient`s Street Address
City, State, Zip Code

Dear Sir/ Madam

I am writing this letter to bring your attention that I am not satisfied with
your quality of services provided at .(business name). I am talking about
the service I took on DD/MM/YYYY and want to let you know I was very
upset with your staff`s performance. They used to deal with me quite
inefficiently and did not show their interest which they must show while
dealing with regular customers.

I have been a regular client of your business but now I am completely

disappointed. I expect quality services from you and request you to address
this issue with immediate attention. I expect full compensation and look
forward to your replies within shortest time.
e. Circular
Yours sincerely.
Letter Your name
A letter that
circulates or
announces the
same
information or
message to a
large number
of people at a
 time is called a circular letter or a circular. Announce of new product, change of
business address, retirement or admission of partner etc.
Example:
A circular letter sample announcing the admission of a partner

SPORTS ZONE
30/1, Mohakhali Road, Dhaka-1212
5th April, 04
Dear Patron,
You have made this possible
Your continuous patronage has helped us expand our business in the Dhaka city. As
you know we provide every facility of indoor sports, gym, Visual studio and
manufacturing of exclusive Sportswear named Gelato to fulfill the demand of
customers. We already have five (5) outlets in Dhaka and looking forward to
inaugurate two (2) other outlets, in Dhaka.
This network needs for its administration an experienced Manager. We have pleasure
to inform you that we have admitted to our partnership, Mr. Saffat Reza. He is himself
a good sportsman as well as a young entrepreneur. He has gained very good
knowledge of supervising, controlling and promoting sales. We are sure that his
admission to our business will be beneficial to all to you and to us.

We appreciated your co-operation in the past and trust that you will continue to favor
us with your valued business.

Yours faithfully

S. M. Khan
Partner, sports zone
 A Circular letter sample announcing the retirement of a partner

TAFSIR, TAQIB, & TASHBIR

Distributors of Petroleum Product

5th May, 04

Dear Customer

As an active partner, Mr. Tafsir Ahmed of our firm has been quite familiar to a
large number of customers. He has been working with as for the last fifteen (15)
years. His Keen interest in the business and his pleasant relation with you made
him quite popular and helped the expansion of our business, so that we are one of
the leading distributors of petroleum product in Bangladesh.

In the recent past, however, he has been suffering from various diseases which
are too acute for which his family doctor suggested him to take complete rest. We
feel sorry but wish him a peaceful life during his retirement period.

For your awareness to mention that during the continued absence of Mr. Tafsir
Ahmed, his entire work will be looked after by his son, Mr. Tahrim Ahmed. He
will be our Area Manager for Dhaka Zone and his presence will certainly fill the
vacancy created by his father.

The firm will continue to do business under the same old name. We are confident
that you will extend your patronage to as always.

Yours very truly,

Tashbir Rahman
Mr. Tahrim Ahmed will sign as: Tahrim.
 A circular Letter sample announcing the opening of a branch in a city
The Electronic World
2/6, Mohakhali, Dhaka-1212
Dear Customer,
We have come to your City
Do you wish to come to your home?

Just within five years of being established, the Electronic World has made a name in the
supply of anything and everything in electric domestic appliances. Having won the
recognition of our customers in Chittagong for our goods and service, we have now
opened a new outlet in your city, at the address given above.

The Electrical World is the largest traders of all types of electrical appliances for your
home. It will be a pleasure to assist you in the purchase, fitting and maintenance of your
domestic electrical equipment. You will get specialized service from us in installing
various electrical appliances at your home.

Whatever you are planning to buy this month, you can make a choice from our wide
selection of refrigerators, washing machine, blender, oven, toaster, mixers, grinders, TV,
VCD, DVD, air conditions etc. We have different models and brands for the mentioned
appliances. We hope our product will provide you the best service in the city. As we
always look for the benefits and satisfaction of customers, you can enjoy credit
services,, guarantee and warranty at our shop made for you.

You are most welcome to our showroom at the above-mentioned address. You will be
glad each and every time when you will visit your shop: The Electronic World.

Yours cordially,

S. A Khan
Marketing Manager
The Electronic world
 A circular Letter sample announcing the opening of a branch in a city

The Electronic World

2/6, Mohakhali, Dhaka-1212
Dear Customer,
We have come to your City
Do you wish to come to your home?

Just within five years of being established, the Electronic World has made a name in the
supply of anything and everything in electric domestic appliances. Having won the
recognition of our customers in Chittagong for our goods and service, we have now
opened a new outlet in your city, at the address given above.

The Electrical World is the largest traders of all types of electrical appliances for your
home. It will be a pleasure to assist you in the purchase, fitting and maintenance of your
domestic electrical equipment. You will get specialized service from us in installing
various electrical appliances at your home.

Whatever you are planning to buy this month, you can make a choice from our wide
selection of refrigerators, washing machine, blender, oven, toaster, mixers, grinders, TV,
VCD, DVD, air conditions etc. We have different models and brands for the mentioned
appliances. We hope our product will provide you the best service in the city. As we
always look for the benefits and satisfaction of customers, you can enjoy credit
services,, guarantee and warranty at our shop made for you.

You are most welcome to our showroom at the above-mentioned address. You will be
glad each and every time when you will visit your shop: The Electronic World.

Yours cordially,

S. A Khan
Marketing Manager
The Electronic world
 f. Employment Letter
Employment letter is a letter which are written in case of employment are considered as
employment letter. Job application letter, appointment letter, joining letter, promotion
letter etc are examples of employment letters.
Example:

Jakarta, Harapan Baru Resident

2.5 Types of
Jakarta
Business
17133
Envelope
1. Standard 12 April 2016
security Mr. Johnny Knoxville
Personal manager
Brush. Inc
Angkasa Putra
Jakarta

Dear Sir,
I am applying for the Technical Writer position advertised in the April 2016,
Metro Magazine. My relevant experience is diverse and establishes me as a first-
class candidate for this opportunity.
My writing experience is extensive. I am currently employed as a staff technical
writer for a local company. My past work experience includes business and
freelance writing and editing. At my current employer, I draft description of
products of the company website and maintain any and all new hire documentation
such as employee handbook.
I am available lot an interview scheduled at your convenience, I may be reached at
the telephone number above. Thank you for your consideration.
Sincerely,
Mr. Andy Croll

envelopes: These are a business stationary staple, ideal for sending out invoices
and other correspondence with sensitive information. The insides of security
business envelopes are printed, making it impossible for the document to be read
through the envelope.
2. Bubble mailers: Bubble mailers are basically manila business envelopes lined with
bubble wrap for padding. Short of a protective cardboard box and packing peanuts,
padded envelopes, like bubble mailers, are ideal for mailing items you don't want
dinged or scratched.

3. Rigid document envelopes: Rigid business envelopes, made from cardboard or

cardstock, are designed to carry documents that shouldn't be folded, such as photos
or other fragile documents. The outside usually has a semi-gloss coating, making
rigid document envelopes more water-resistant than thin paper envelopes.

4. Catalog envelopes: Catalog envelopes are durable large-format business envelopes

designed to mail documents that are many pages long, such as a report or booklet.
Choose catalog envelopes when it would be impractical to fold documents into a
normal business envelope.
5. Tyvek envelopes: Mail can sometimes be exposed to the elements. And while a
simple letter may be able to recover from a bit of moisture, others are simply too
fragile. Business envelopes constructed from Tyvek are a durable, water-resistant
way to ship documents or other materials. These business envelopes are also
extremely tear-resistant. Tyvek envelopes will cut easily with scissors, but they are
nearly impossible to tear with your hands

CHAPTER III

CONCLUSION
APPENDIX