Business Letter &

Report Writing
GROUP MEMBERS:
ANKITA CHOUDHARY
RENUKA TIWARI
MONIKA TANWAR
AKANKSHA
VARSHA CHAUHAN
BHAGYASHREE
DIMPLE SHARMA
SURBHI BUBNA
SHALINI VERMA
PRACHI AGARWAL
NISHA KHETAN
KANIKA GODARA

PRESENTATION CREATED BY : ANKITA CHOUDHARY

ANIMATION BY : AKANKSHA
DATA GATHERED BY :
Renuka Tiwari
Monika Tanwar
Bhagyashree Sharma
Varsha Chauhan
Bhagyashree Sharma
Dimple Sharma
Surbhi Bubna
Shalini Verma
Prachi Agarwal
Nisha Khetan
Kanika Godara

BUSINESS LETTERS :
Abusiness letteris aletterwritten in formal

language, usually used when writing from one

business organization to another, or for
correspondence between such organizations
and their customers, clients and other
external parties.
For example, you might write to inform
readers of specific information, create
proposals for clients, make an arrangement,
request a price list, thank someone for a
service or apply for a job.

Qualities Of Good Business Letter :

Clarity: In the process of communication, simple and clear

language must be used. When the word is not familiar the

meaning is not clear.
Integrity and sincerity: Messages and information must
be integrated to develop sense of sincerity to the receiver.
Time factor: The letter must be sent at right time to make
it reliable and suitable at the present condition.
Correctness: The language used must be correct. In the
informational letter, messages should be accurate with no
spelling errors. There must be proper use of grammar.
Consistency: There must be consistent information so that
there is no difficulty in communicating.
Completeness: Completeness is another important quality
of a business letter. Completeness means letter must
contain all facts and figures for which it was written.

Functions of Business Letter :

Promotional Functions : Business organizations have

to grow and enlarge, improving the quality of their

products, by producing new products and providing
better services..
Reference Functions : Business letters are message
communicated in writing and hence can serve as valid
records for ready reference in the office routine.
Legal Functions : Business letters can provide evidence
in legal disputes, if any, that occur in a transaction. They
are useful as legal documents in quotations and offers.
Goodwill

Functions: Business letters promote goodwill

among parties transacting business. They build a good rapport
between parties in a business transaction.

Importance of Business
Letters :
Maintains

contacts
of
distant
places:
Business
correspondence is the cheap and better means of contacting
the customers at distant places.
Effective mode of contact: Where personal contact
becomes difficult due to distance factor, correspondence is
the effective mode of contact.
Cheap and easier means of communication: In
comparison to other means of communication like telegram,
telephone, fax etc. letters are cheaper and easier mode of
communication.
Creation of Goodwill: A good and well written letters acts as
a creator of goodwill.
Helps to face the competition: Correspondence acts not
only the source of communication, but also as a source of
increasing sales also. It helps in creating new markets and
motivating the salesmen.

Format of Business
Letter :

The language and subject matter of every letter written by

a businessman to different parties or clients may differ, but

the form and structure of the letter should be uniform.

The major parts of business letters are:

Heading
Date
Reference number
Inside address
Salutation
Subject line
Main body of letter
Complimentary close
Signature of the sender

 Enclosures , if any
Initials of typist or the dealing clerk
Postscript

BUSINESS LETTER LOOKS

LIKE :

Business Letter Format :

Major Parts Of Business

Letter :
Heading : Heading is the name of the firm printed in the letter in

an attractive form. It contains the name of the firm , nature of

business , address of registered office , email, fax no. , etc.
According to the experts the heading portion should not cover 1/5th
of the letter paper. For Example :

Date : To mention date in the letter is of utmost importance. That is

with date , month and year . But the proper format is

month/day/year.
For Example : March 21 , 2015
Reference number : An important thing to remember about
reference number is that the letters are recorded on dispatch
register when they are delivered and serial number is put on them .
Reference number is given on left hand side below the heading.
For Example : RAC/97-98/101

 Inside address : Complete address of the recipient of the

letter is given here. It assists the dispatcher who finally

delivers the letter and mentions the same on envelope. For
Example :

Salutation : Generally salute is transacted to each other

whenever two persons meet and it is done with certain

phrases before conversation on any matter starts. For
Example : Dear sir
Subject line : This mode of writing subject , attracts the
reader and at a glance ,understands the contents. For
Example :

 Main body of letter : The content of the letter can be

divided into three parts :1. The opening It is the introductory part of the letter. It

impresses its leader directly.

2. Main body of the letter : The main body of the letter states
subject matter in detail .
3. Conclusion : Concluding part is the third and final part of a
letter.
For Example :

 Complimentary close : The way in which a letter begins

with saluting , in the same manner a letter is closed with

complementary close. For Example :

yours
sincerely

yours
faithfully

Signatures : After the complementary close the writer of the

letter puts his signature. One should sign personally not by

affixing his specimen seal . Usually the name of the signatory
is also written below his signature. For Example :

Enclosures : The number of documents, if any , to be sent

along with the letter is mentioned in the left hand side of the
letter. Usually cheque , draft , bills or invoice, etc. are
enclosed with the letter.

 Initials of the typist : The letter is

initialed by the typist or the dealing

clerk , who shall be made responsible
for any mistake remaining unnoticed
in the letter .
Post Script or P.S : Sometimes any
matter of importance maybe left out
for including in the main body of the
letter. In such a situation that can be
included in letter by giving a
footnote as P.S.
Margin : Margin is the space left out
at the left hand side of the paper.
Provision of margin increases the
beauty of the letter.

Types of Business Letters :

External Form of Communication

ORDER, COMPLAINT &

ADJUSTMENT
LETTERS:
Order Letters :
Buyer writes detailed description of a product, mode of

payment and other relevant information to the seller.

When buyer is interested in buying something, he will not
have to go to the vendor to make order. He can write an
order letter specifying all the required details of the
product.
Complaint Letters :
These letters are written by customers making complaint
regarding the product or service provided to them.
The letter written by a seller or dealer regarding solution to
a complaint is called a reconciliation letter.
Adjustment Letters :
These letters are in settlement of the complaints made by
the customers.

Collection
Letters :
Vendor writes this letter to the customer for collection of

payment against goods bought on credit.

Sales, Persuasive & Request Letters

Sales Letter : This is an advertisement letter of the

product, written in impressive way so that they may

become consumer of the goods advertised.
Request Letters : Serve the purpose of requesting
something to act upon. It can be from both sides, buyer
and the seller.
Persuasive Letters : Provoking or influencing an
individuals opinion and actions.
Basics of persuasive letters:
Motives of communications
Emotional process
Credibility
Selection of proper words

Good & Bad News

Letters :
Good News Letters :
First Section

Bad News Letters :The painful moments to be shared to

audience so efficiently that their faith may be maintained.

Reports :
A report is a statement of the results of an investigation or of
any matter on which definite information is required
Reports are a highly structured form of writing, It is logical
presentation of facts. Reports are important channel of upward
communication in an organization. For example:
A foreman, at a closing of the day writes a report to the

manager the progress of work carried on under his

supervision during the day.
A bank manager send a periodic reports to the Head office

on the bank transaction carried on during the month.

Characteristics of Good
Report :
Precision : In a good report, the report writer is very

clear about the exact and definite purpose of writing

the report.
Accuracy of Facts : Information contained in a report
must be based on accurate fact.
Reader-Orientation : While drafting any report , it is
necessary to keep in mind about the person who is
going to read it.
Simple Language : This is just another essential
features of a good report. A good report is written in a
simple language avoiding vague and unclear words.
Grammatical Accuracy : A good report is free from
errors. Any faulty construction of a sentence may
make its meaning different to the reader's mind.

Points to be considered while

writing Report :
Kind Of Report To BeExpected : The reporter is to be instructed

to prepare a specific kind of report or the precedents to be followed

.he is clear about all contents ,form and style of report.
Time To Be Allowed To Prepare The Report : The length of
time the writer has been allowed to prepare the report .It will give
him guidance of the type of report expected.
Purpose Of The Report : It is important factor to be kept in mind
before deciding the type of report needed.it helps in eliminating
wasteful labor and helps in the inclusion of all relevant facts
relating problems.
To Be Clear About The Facts That Are To Be Included In
Report : The facts and figures which are included in report to be
known in advance, so that there is no any confusion.
Who Is Going To Read The Report : If the report is read by a
technical expert it ought to contain a detailed step by step account
of the investigation carried out along with detailed findings.

Preliminary Steps for creating

Report:
Grasping the problem : The problem or the situation

to be taken up for reporting should be precisely

understood. The writer should find out what exactly is to
be examined, why is it to be examined and for whom it is
meant.
Collecting of data : Report is the written arrangement
of observed facts. Hence, the facts which are the raw
materials of reports are to be obtained.
Analysis of the data : The mass of data collected
shall have to sorted out in order to accurately appraise
the position and evaluate the subject-matter under the
report.
Interpretation : Now that the material assembled and
arranged is before him, report should seek to spin out
the trends and conclusions, there of. Interpretation

TYPES OF REPORT :

Periodic & Special

Report :
Progress Report : A Progress report gives information regarding the

progress of work or project which is in progress , such as construction of

building.
Inspection of report : Inspection is necessary for detecting any
deviations from the standard established or any irregularities in our day
to day work.
Performance appraisal report : this is actually periodical report and
mean for assessing & recording performance of an employee.
Periodical report : The information is requested is of routine nature.
Can be easily tabulated . It is submitted at regular interval.]
First Information report : This report must contain all relevant
information which is available immediately after the Incident occurs.
Investigation report : Any investigation is carried out when there is
any problem and the management want to find out the cause of problem,
to find solution to such problem.
Feasibility report : A feasibility report is obtained by an organization
when it intends to launch a new product in market .
Project report : A project describe the proposal of new scheme to be
undertaken in future showing the cash flow and expected result.

Format of Report contain :

Covering

letter/memorandum : It remind the

reader of their request for the report ,state the
purpose of the report , acknowledge any assistance
,indicate future actions to be taken.
Title Page : It should be brief. It should also include
the date of completion/submission of the report, the
author/s, and their association/ organisation.
Executive Summary : It helps the reader quickly
grasp the reports purpose, conclusions, and key
recommendations. It should be no longer than one
page.
Table of Contents :It follows the executive summary
on a new page. It states the pages for various
sections. The reader receives a clear orientation to the

 Introduction : It briefly describe the context, identify the

general subject matter, describe the issue or problem to be
reported on .
Conclusions : It relate the conclusions to the report

issue/problem and limit the conclusions to the data

presented; do not introduce new material.
Recommendations : It make specific suggestions for
actions to solve the report problem, avoid conditional words
such as maybe and perhaps .
Findings and discussion : The discussion is the main part
of your report and should present and discuss your findings.
References : Whenever you use information from other
sources, references must be provided in-text and in a list of
references.
Appendices : If material is important to your discussion and
is directly referred to, then it should be included in your
discussion proper.

Example of Report

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