Lorenzo Jose I.

Sevilla ENG 205 Technical and Scientific Writing 02:00 03:30 TF IT102

1.

Rules to follow on how to make a business letter.

Business letters are used by companies or two persons to communicate in a formal way. It is different from the personal letter because it should be patterned after certain rules. Business letters usually need to persuade or inform the recipients. 1. The first rule is analyzing why you want to write the letter in the first place. Know your purpose or intent before starting it because there are many types of business letters. Some types include acknowledgement letter, business proposal letter and inquiry letter. 2. The second rule is to put the date in the upper left side corner. The date is important because it is usually used as a basis for reply letters later on. Then below the date you should put the recipients name. You should also include the job designation of the person as well as the complete name of the company and the address. 3. The third rule is including a proper salutation. It is usually Dear, then the recipients name follows thereafter. Its also ideal to address the recipient as Ms. or Mr. If you dont know the name of the receiver then just use Sir or Maam. 4. The fourth rule is writing the letters body concisely. The receiver should be able to understand your letter and know your point after reading it. We do not indent the first sentence of the body. Be sure that you also make your intentions clear in the body. The main purpose should be comprehensible to the reader. Utilize the companys letterhead and use double space for formality. You also have to remember to choose a font that can be r d easily. 5. The fifth rule is choosing the right closing. The commonly used closing is Sincerely and a comma follows it after. Then put your name just under it. You can also include your job designation. The last and important thing to do is adding your signature when you have printed the letter already. Another wise thing to do is editing your business letter. You should check your letter for errors in spelling and grammar. It is important to check if you spelled the company and the receivers name correctly. 2. Kinds of application letter. 1. Acknowledgement Letter: This type of letter is written when you want to acknowledge someone for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from someone, which is of great help to you. 2. Apology Letter: An apology letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. 3. Appreciation Letter: An appreciation letter is written to appreciate some one's work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them. 4. Complaint Letter: A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. 5. Inquiry Letter: The letter of inquiry is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it.

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6. Order Letter: This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. 7. Letter of Recommendation: This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization.

3.

Different part of business letter.

Heading 1. The heading includes the return address and the date of the letter. Some people include email addresses or fax numbers in the return address. Inside Address 2. The inside address is where the letter is being sent. Skip a line after the heading before entering the inside address. Include a title or name, if available. Greeting 3. The greeting is a formal salutation. It begins with the word "Dear" and includes the person's last name or a title, if the name is unavailable. End the greeting with a colon. Leave an extra line between the inside address and the greeting. Body 4. The body is the message of the letter. Skip a line after the greeting before starting the body. Keep the body of the letter short and to the point. Closing 5. The closing word is usually "Sincerely" followed by a comma. Line up the closing with the heading of the letter. In block style, this would be on the left side. Skip a line after the body before entering the closing. Signature 6. Skip two to four lines after the closing and type the name of the sender. The two to four lines allows for the sender's signature. A second line includes the sender's title. 4. Different styles of writing business letter.

Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page. Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs. 2|Page

 Semi block Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.

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