Good day! I hope you had a great start of the day just as I had. Of course knowing that I’ll be speaking here in front of you makes me feel very flattered and honoured. Before I start, I would like first to share a saying that I truly believe, communication starts for those who works for it. And that communication includes writing a letter, let alone writing a business letter. Writing a business letter is just like writing other types of letter it includes not only the message itself but also other important and optional parts.
The important parts includes the heading which tells the identity of the sender; the inside address that tells the reader to whom the letter is address; greeting which introduces your letter in professional tone; the body of the letter is of course, the most important section of the letter-from both the writer’s and the reader’s point of view; the closing is typically a short, one word ending that tells your reading that they have reached the end of your letter and the signature, under the closing and reiterate the identity of the sender.
The optional part that is only used when required it includes attention line, subject line which is used to give the reader advance notice of what your letter is all about and some note that is used when we included some envelope or package, send copy of the letter to one or more persons and wishes or not to let the addressee know, these notations can be enclosure notation, mailing notation, carbon copy notation or blind copy notation.
While the most familiar, the post script is used when the writer has intentionally forgotten to mention something and to draw the reader’s attention to a particular important point.
When writing a business letter, we don’t just consider the part but also know how these parts should be arranged in other words the arrangement styles of the letter. There are different styles in which the parts are positioned. It can be block style in which all the parts begin at the left margin or modified block style where only the position of the date line, complimentary closing and the writer’s identification starts at the horizontal center of the page.
But if you want your letter to have the format of modified block style and the first line of all the paragraphs are indented then you can use the modified-block style with indented paragraphs or semi-block style. While some people prefer the social business style because of it differs from regular business letter styles in a number of ways such as instead of opening the letter, the inside address may be typed at the left margin five lines below the signature line and the reference notations, enclosure notations, carbon copy notations and often the writer’s typewritten signature are omitted and so on and so forth.
Using the formats and arrangement styles, you will be sure to send letters that look attractive and modern. However, they cannot be effective and promote goodwill if your writing is not well-organized and the ideas are not well-planned. That’s why we need to know the different kinds of the business letter. One could hardly name all the kinds of business letter written but here are the most frequently use. The request letter or “please send me” letter, these are letters written for simple request for information, literature, appointments, reservations and so on.
And the kind of letter that answers these letters are called form the name it suggest without a doubt, the letter answering requests. Meanwhile, when the person who has been inconvenient or offended writes a letter of protest, it is called claim letter or also known as complain letter. And the letter that answer these letters are called adjustment letters. Next kind is for those who want to request for a credit or would like to remind the person who did not pay you what they owe to you, the credit and collection.
Next is every letter business people write, the sales letter, these are written for specific purpose of selling good or service. And the kind of letter that everyone uses, especially you my dear listeners sooner or later, the application letter, it includes inquiring about a position, letters of application, letters thanking an employer and resignation letter. While there are different kinds of business letter, these kinds of letters can be handled simply in term of the readers anticipated reactions.
These three basic letter patterns enable the writer to solve problems with request, order, claim, adjustment and what have you. First is the everday letter, it take a direct approach and are simple to write. While more skillfully writing techniques are needed when showing the reader why he/she should take and action before you actually ask the action to be taken, which is the persuasive letters. The last is the most difficult, bad news letter, it is when you are refusing request, adjustment or credit.
Like the persuasive letter it should be take an indirect approach. Of all that’s been said and done, the best way we all need to consider in writing a business letter or any letter is the preparation and proper approach to have a effective communication. Again like I said earlier, communication works for those who works for it. Thank you for inviting me here and listening to me for a couple of minutes. Thank you and God bless!
👋 Hi! I’m your smart assistant Amy!
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