1. What
are definitions of business letter ? Explain more than one definition !
answer :
A business letter is a letter written 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. The overall style of letter will depend on the
relationship between the parties concerned. There are many reasons to write a
business letter. It could be to request direct information or action from
another party, to order supplies from a supplier, to identify a mistake that
was committed, to reply directly to a request, to apologize for a wrong or
simply to convey goodwill. Even today, the business letter is still very useful
because it produces a permanent record, is confidential, formal and delivers
persuasive, well-considered messages.
Business letter is
usually a letter from one company to another, or between such organizations and
their customers, clients and other external parties. The overall style of
letter depends on the relationship between the parties concerned. Business
letters can have many types of contents, for example to request direct
information or action from another party, to order supplies from a supplier, to
point out a mistake by the letter’s recipient, to reply directly to a request,
to apologize for a wrong, or to convey goodwill. A business letter is sometimes
useful because it produces a permanent written record, and may be taken more
seriously by the recipient than other forms of communication.
2. Mention the types of business letter ?
answer :
- Sales Letters
Typical sales letters start off with a very strong
statement to capture the interest of the reader. Since the purpose is to get
the reader to do something, these letters include strong calls to action,
detail the benefit to the reader of taking the action and include information
to help the reader to act, such as including a telephone number or website
link.
- Order Letters
Order letters are sent by consumers or businesses to a
manufacturer, retailer or wholesaler to order goods or services. These letters
must contain specific information such as model number, name of the product,
the quantity desired and expected price. Payment is sometimes included with the
letter.
- Complaint Letters
The words and tone you choose to use in a letter
complaining to a business may be the deciding factor on whether your complaint
is satisfied. Be direct but tactful and always use a professional tone if you
want the company to listen to you.
- Adjustment Letters
An adjustment letter is normally sent in response
to a claim or complaint. If the adjustment is in the customer’s favor, begin
the letter with that news. If not, keep your tone factual and let the customer
know that you understand the complaint.
- Inquiry Letters
Inquiry Letters ask a question or elicit information from the
recipient. When composing this type of letter, keep it clear and succinct and
list exactly what information you need. Be sure to include your contact
information so that it is easy for the reader to respond.
- Follow-up Letter
Follow-up letter are usually sent after some type of initial
communication. This could be a sales department thanking a customer for an
order, a businessman reviewing the outcome of a meeting or a job seeker
inquiring about the status of his application. In many cases, these letters are
a combination thank-you note and sales letter.
- Letters Of Recommendation
Prospective employers often ask job applicants for letters
of recommendation before they hire them. This type of letter is usually from a
previous employer or professor, and it describes the sender’s relationship with
and opinion of the job seeker.
- Acknowledgment Letters
Acknowledgment letters act
as simple receipts. Businesses send them to let others know that they have
received a prior communication, but action may or may not have taken place.
- Cover Letter
Cover letter usually
accompany a package, report or other merchandise. They are used to describe
what is enclosed, why it is being sent and what the recipient should do with
it, if there is any action that needs to be taken. These types of letters are
generally very short and succinct.
- Letters Of Resignation
When an
employee plans to leave his job, a letter of resignation is usually sent to his
immediate manager giving him notice and letting him know when the last day of
employment will be. In many cases, the employee also will detail his reason for
leaving the company.
3. How many styles
are there in business letter ? explain them !
answer :
- Full Block
Full block style is a letter format
in which all text is justified to the left margin. In block letter style,
standard punctuation is placed after salutations and in other headings. Open
punctuation, however, refers to a modification of style where all nonessential
punctuation is omitted. A few key factors will help you understand block style
format and the difference that open punctuation makes.
- Semi-Block Style
Semi-blok
fromat in a format this text parallel left and all paragraphs in the letter is
indented. Format shape on this letter on letter head, date, complementary a
close, and signature being in a position flattened right. In the layout uneven
right, but can dibilangg flattened middle. Other parts on a letter as inside
address, subject, salutation, body of letter, and enclosure if terdapatnya
attachment letter,Being flattened on the left.
- Simplified-Style
Simplified-style business letters contain all the same elements as the full-block
and semi-block letters. Like the full-block format, the simplified format
left-justifies every line except for the company logo or letterhead. The date
line is either slightly right of center or flush with the center of the page.
Letters written in the simplified format have fewer internal sections, such as
the body, salutation and date line.
Using
the simplified style is the most useful at times when you don’t have a
recipient’s contact name. Because the simplified style does not require a
salutation, you don’t need the person’s name. The simplified format does away
with unneeded formality while maintaining a professional approach.
- Hanging-Indented
Style
This
very useful style places the first words of each paragraph prominently on the
page. It is useful for letters that deal with a variety of different topics.
However, for normal business communications, this style is very rarely used.
The first line of the paragraph begins at the left-hand margin. And the other
lines of the same paragraph are indented three to four spaces. This is the
reversal of semi-indented style discussed in other page.
