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BUSINESS LETTER WRITING

TECHNICAL REPORT WRITING


Shahbaz Chattha

LETTER
A letter is a written or printed message
addressed to a person or persons, usually
sent by post or messenger.
It is an addressed document of legal, formal or
informal kind for various purposes.

THINGS TO CONSIDER WHILE


WRITING LETTER
1.
2.
3.

Do not offer misleading information.


Do not make promises which you do not
have authority to keep.
Do not make untrue, damaging or
allegation because a letter is a permanent
record and proof of intention.

STANDARAD ELEMENTS OF A
LETTER
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Letter Head/ Heading.


Reference.
Date.
Receivers Name and Address. (Inside Address)
Salutation.
Subject
Main Body.
Complementary Close.
Signature.
Senders Name and Designation.

OPTIONAL PARTS OF A LETTER


1.
2.
3.
4.

Attention Line.
Identification Line.
Enclosure.
Carbon Copies.

TYPES OF LETTER
1.
2.
3.

4.

Formal Letters. Tone is formal such as Business


Letters.
Semi-Formal Letters. Tone and style is formal and
meant for relatives. Invitation Letters.
Informal Letters. Tone and style is relaxed. It is
written to relatives, friends, etc. Friendly letters do
not require an inside address and the writers
printed name. Closing is also informal.
Form Letters. Preprinted. Administration form,
Application Form, etc.

BUSINESS LETTERS
A business letter is a written communication
addressed to a person or organization, by a
person or organization for specific business
purpose

TYPES OF BUSINESS LETTERS


1.
2.
3.
4.
5.

Application letter.
Complaint letter.
Request letter.
Order letter.
Sales letter.

PURPOSES OF BUSINESS
LETTERS
1.
2.
3.
4.
5.
6.

Requesting and providing information. (Information,


Sales Covering Letters).
Ordering goods or services. (Order Letters).
Acknowledging the order. (Acknowledgment Letter).
Confirming information or arrangement.
(Confirmation Letter).
Expressing thanks or congratulations. (Good
News).
Conveying bad news. (Bad news, messages).

PURPOSES OF BUSINESS
LETTERS (Continued)
7.
8.
9.
10.
11.

10

Complaining about the products or services.


(Complaint Letter).
Answering a complaint. (Adjustment Letters).
Introduction and explaining products or services.
(Purchase Covering).
Recommending someone for a job or post.
(Recommendation Letter).
Persuading the receiver to do something.
(Collection Letter).

CHECK LIST FOR WRITING


LETTERS
1.

11

THINKING STEPS
Is situation a problem, issue or opportunity?
Express as question. What are the most widely
used business letter formats and their
components?
Have I produced ideas to solve the particular
situation?
Have I examined, checked for ethics, revised and
selected?

CHECK LIST FOR WRITING


LETTERS (Continued)
2.

12

PLANNING STEP
Function of writing. Expressive/ Poetic/
Transactional
Informative/ Ask
Specific function. Goodwill/Action
Audience. Primary/Secondary
Main Idea. Focused/Diffused.
Organization Plan. Direct/Indirect
Pattern. Space/Time/Logic

CHECK LIST FOR WRITING


LETTERS (Continued)
Have

I followed revision, rite and rest.


Revision for Ideas/Style/Mechanics.
Is my main idea specific and have I provided
all necessary details?
Have I followed the rules of 7Cs?
Completeness, Concreteness, Clarity,
Conciseness, Coherence, Consideration and
Courtesy.
13

ADDITIONAL CHECK LIST FOR


LETTER WRITING
1.
2.
3.
4.
5.

14

Did you type (or write) in a dateline to validate the


letter as a record?
Did you place a comma after the Salutation?
Did you place a comma after the Complimentary
Close?
Did you sign the letter below the Complimentary
Close?
Did you initial or sign the memo to the right of your
name?

FORMATS OF BUSINESS LETTERS


1.
2.
3.
4.
5.
6.

15

Full Block Format.


Semi-Block Format.
Block Format.
Modified Block Format.
Simplified Format.
Memo Format.

FULL BLOCK FORMAT


Open

punctuation.
Begins from left side.
Indenting is not required.
One line is left between paragraphs.

16

SEMI-BLOCK FORMAT
Less

formal than Full Block Format.


Indented paragraphs. (Five spaces).
Closed punctuation.
Date, Complimentary Close, Signatures,
Name and Designation are on the right side
of the margin.
If Letter Head is not used the heading is on
the right side of the margin.
17

SEMI-BLOCK FORMAT (Continued)

18

Reference is in line with the date on the left side.


Recipient's address is on the left margin.
Subject line is written leaving usually five spaces.
Subject line may include or omit the word subject.
May or may not be underlined.

BLOCK FORMAT
Unindented

paragraphs.
Date and Complimentary Close are on the
right side.
Reference is on left side in line with the date.
Inside address, subject and enclosure are on
left side of the margin.

19

MODIFIED BLOCK FORMAT


Indentation
Double

space between paragraphs.


Date, Complimentary Close and Signatures
are right of center.
Inside address, subject and enclosure are
aligned to the left of margin.
Open punctuation.
20

DIFFERENCE BETWEEN SEMI-BLOCK AND


MODIFIED BLOCK FORM
Semi-Block

uses close punctuatation while


Modified Block uses open punctuation.
In Modified Block form subject line is aligned
to the left margin while is Semi-Block form
Indentation is used.

21

SIMPLIFIED FORMAT

22

Unindented paragraphs.
Salutation and Complimentary Close are omitted.
Full Block Style.
Open punctuatation.
Not widely used.
Subject Line is in Capital Case and the word subject
is omitted.
Printed Name is in Capital Case.

MEMO FORMAT

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Inter-office, institutional or organizational


communication.
Informal internal communication.
Formal External Communication.
For inter-office purposes, leave out the Dear
Salutation and Yours truly Complimentary Close.
Initial the memo to the right of your name.