bus letters.mba course

7/29/2019 Bus Letters.mba Course

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BUSINESS LETTERS

Significance

Need to correspond with customers, branches,bankers, government, colleagues,

Help you sustain your business relationships, createnew ones

Serve as permanent records

Help you to reach a large and geographically diverseaudience


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Purpose

Inform, enquire, order, request,

complain, sell, apply

Process [APSA]

A Audience Analysis

P Purpose Identification

S Scope determination

A Analysis of Action Desired


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STRUCTURESTANDARD ELEMENTS

HeadingLetterhead showing organizations name, full address,

telephone numbers, email, etc.

If letterhead not used, senders name and address. Date

5 July 2007 July 5, 2007

Inside AddressRecipient name and address as it must occur on the

mailing envelope.

Courtesy Title to precede recipients name


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VARIOUS COURTESY TITLES

Recipient Courtesy TitleMen

All Mr, Sri, SriyuthsProfessional Prof, Dr, Captain, Justice,

WomenUnmarried or Marital Msstatus unknown

Married Mrs or Ms (individuals preference)Professional Prof, Dr, Captain, Justice,

Firm Messrs ( M/s Ram & Company)

Dignitaries ( P M, President, His/Her Excellency,Governor, Religious Heads) His/ Her Holiness

Limited Company Desgn. of Officer concerned(The General Manager,Bharat Petroleum Limited )

Firms with Name ElementSardar Balwant Singhand BrothersNimmis Departmental Store No Title


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SAMPLES OF INSIDE ADDRESS

The General Manager Prof. (Ms) Gayathri Devi

Lion Industries Ltd Department of Physics

No.3-A, East Patel Nagar Indian Institute of Science

Manasarovar Bangalore 560 003

Mumbai 400 001

Dr. Christina George, Director M/s.Lalchand and Sons

County General Hospital 567 Nehru Marg

Route 97 Greater Kailash

Callicoon, NY 11203 New Delhi 110001

USA


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SalutationTry to address your letter to a person by name

rather than title.

If you cannot find a specific name, choose asalutation such as:

Dear Sir / Madam, Madam / Sir

Dear Committee Member / Students

/Colleagues

To All Sales Representatives

Dear Purchasing Agent

To Whom It May Concern


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To a Company / Committee / Board

Gentlemen or Ladies

Ladies and Gentlemen

If gender not known

Dear Mallika Pande

Dear M. Pande


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The way you address the recipient is governed

by your relationship with that person.

Use of first name / last name, using or

dropping Dearmakes your letter formal or

less formal.

Dear Mr Gupta: (most formal)Dear Ashok (less formal )

Ashok (very informal)


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Message / Body of Letter

Single - spaced with a blank line separating it from

the preceding and the following parts of your letter.

Separate paragraphs by a blank- line space.

Format the body to suit the text, such as bulleted

lists, columns, paragraphs.

Be consistent with the existing practice or style of

the organization


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Complimentary CloseSingle word expressions are more modern and

may suit any business letter. May be preceded

by Thanks / Thank you / Thanks & RegardsWarm regards,.

Sincerely

Truly

Respectfully

Faithfully

Sincerely yours

Truly yours

Respectfully yours

Yours sincerely Yours truly

Yours respectfully


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Signature Block

4 lines below complimentary close

Includes Signature, Name , Title

With warm regards

Sincerely

ParminderSingh

Ms Parminder Singh

Senior Executive


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Additional Elements

Addressee NotationTop of letter, centered. E.g.,

Personal, Confidential, Urgent, Priority

Reference

Below datelineOur Ref: BVB/ RS/237

Your Ref: AVS/SP/ 04/329

Attention Line2 spaces below inside addressAttention: Mr. Sathish Kumar

Attn: Marketing Manager


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Subject Line

Below or above the salutation

Dear Mr. Gupta

Sub: Information regarding last weeks inspection

OR

SUBJECT: Information regarding last weeks inspection

Dear Mr. Gupta----------------------------------------------------------------------------------

------------------------------------------------------------


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Reference Initials(with file reference soft copy )

GSM: RBGsm / rb (writers / preparers )

Enclosure Notation

Enclosure: Draft of Proposal

Encl : Draft of Proposal

Enclosures: ThreeReport ( 8 pages)

Photographs

List of Participants


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Copy Notation

Courtesy copy (cc)

Blind copy (bc)

Blind courtesy copy ( bcc)

Cc: Sumeet Mathew

Copy to Sumeet Mathew

C: Sumeet Mathew


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Mailing Notation

Placed either at the bottom after encl. or ref.

initials, or at the top above the inside address.

Appears on the mailing envelope too.

By Registered Post, By Courier, By Speed Post

Postscript

Last item in the letter, if used. Try avoidingpostscripts as they indicate poor planning. Used

for good effect in sales letters as a punch line to

remind reader of a benefit. Preceded by P.S: / PS:


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Remember the 6 Cs of business letters

Clarity

Courtesy

Conciseness Completeness

Correctness of Message/ Tone/

Attitude ( the You attitude) Confidence in Expression


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We attitude vs. You attitude

1. We are happy to receive your request for.

Thank you for your request for.

2. We are pleased to announce our new insurance

scheme.

You can now avail of our new insurance scheme.

3. We offer printer cartridges in three colors: ----

You may choose your printer cartridges from threecolors:----


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What is the You attitude?

Recipient-oriented style

Focus on the recipients needs, purposes, or interests

instead of your own.

Even if you must talk about yourself, do so in a way thatrelates your concerns to those of the recipient.

Even an unpleasant situation can be changed by this

attitude.

We will not be able to process your order because yourbusiness terms are vague and unacceptable to us.

Please send us your specific and clear business terms

so that we can process your order.


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However, use the You judiciously.

For instance, when someone makes a mistake, it would

be better to avoid it.

You attitude vs. Impersonal

1. You caused the problem.

There is a problem.

2. You should never use this type of paper for

photocopiers.

This type of paper does not work well with

photocopiers.


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STRUCTURE OF A BUSINESS LETTER

LETTERHEAD / SENDERS ADDRESS

DATELINE

REFERENCE OPTIONAL

INSIDE ADDRESS

SUBJ ECT OPTIONAL

SALUTATION

BODY

COMPLIMENTARY CLOSE

SIGNATURE BLOCK ENCLOSURES OPTIONAL

CC NOTATION OPTIONAL

REF. INITIALS OPTIONAL

MAILING NOTATION OPTIONAL


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Business Letter Types and their objectives

Types Credit

Collection

Order

Inquiry

Claim

Adjustment

Sales

Job Application

Objectives To enquire or request for

loan.

To collect dues.

To place order for products

or services. To enquire status of

something, catalogues, pricelists.

To lodge complaint andask for remedy.

To inform how complaintwould be addressed.

To sell products/services.

To apply for employment.

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