Written Communication

Business Correspondence
Features of effective Business Correspondence
1. Simplicity
2. Conversational Style
3. Clarity of goal
4. Public relations aspect
5. You-attitude
6. Courtesy
7. Persuasion
8. Sincerity
9. Positive Language
10.Due emphasis
11.Care for culture
12.Tactful Approach

Business Letters
Layout of a Business letter:
1. Heading
Name of the firm/company and its address.
At the top centre or top right side of the paper
Telephone, fax and telegraphic address

BHATIA CHEMICLS LIMITED

Regd. Office:20,Nariman Estate, New Delhi-110027
Phone:5698007
Fax:5698108

2. Reference number
It is the number to which receiver may refer in all future correspondence.
Link up the chain of letters going out or within the organization by any department.

The reference number may look like this:

25/PD/67
25 stands for the number given to the department
PD is a code for the personnel department
67 is the number allotted to the person addressed.

3. Date
Written on the right hand side ,parallel to the reference number.
November 18,2003
Abbreviated forms of date such as 18.04.2003 or 04.18.2003 or April 18,03 should
be avoided.
When the address of the organization is combines with date, the following format
should be used:
26,Naraina Estate, New Delhi
April 18,2003

4. Inside Address
Contains the name and address of the organization or the individual to whom the letter
is being sent.
Should be written below the reference number line, leaving some space.
Kalindi Fertilizers Ltd.,
Bhiwadi Road Crossing,
National Highway 8,
Gurgaon
(Haryana)

Mode of address:
a) Addressing individuals
By
Mr.
or
Shri/Miss/Mrs./Ms/Titles/ranks
(Col.),Professor(Prof.),Doctor(Dr.)

such

b) Addressing by Designation
The Personnel Manager
Herbertson and Co.

5. Salutation
Greeting of the addressee.
Commonly used salutations are: Sir, Madam, Dear Sir/Dear madam
For indented paragraphs end the salutation with a comma.

Dear Ms Jones,
When it is not indented, comma at the end of salutation is omitted.
Dear Ms Jones

as

Colonel

6. Subject line
To identify the subject of correspondence.
Placed just below the line of salutation.

Subject: Your July 12 inquiry about..

Reference: Your July 12 order for

7. Body of the letter

Carries letter message or content.
Generally divided into three or four paragraphs
First or opening paragraph establishes rapport with the reader.
Second paragraph may be called as main paragraph contains the subject proper.
Second one may be elaborated in the third one
The fourth or final paragraph brings the letter to a goodwill ending or close it on a

positive note.
Followed by phrases With regards',' With best wishes', 'With warm regards.

8. Formal Close
If the salutation does not name the recipient, formal close is Yours faithfully.
If the salutation names the recipient the formal close is Yours sincerely.

9. Signature slot
The signature containing the writers name, status, department, company etc. appears
just below the complementary close.
e.g.
when the individual signs in his own right
(R.K. ARORA)
.
When the individual signs in his capacity as Sales Manager
(R.K. ARORA)
Sales Manager

10. Enclosure (Encl):

Some important papers such as proof of date of birth, copies of certificates, price list,
invoices etc.
Should mention these papers at the bottom left margin
e.g.
Encl: (1).
(2).
(3)
Or
Enclosed. etc.

11. Postscript (P.S)

P.S is written if the writer has forgotten to mention something important in the letter.

Types of Business Letters

Business Letters
Informati
on
Letters

Informati
on
Letters

Sales
Letters

Informati
on
Letters

Problem
Letters

Goodwill
Letters