Question
1. Find
the defenition of business letter?
2. Mention
and explain the types of business letter?
3. What are the styles of business
letter?
Answer:
1. Find
the defenition of business letter?
A
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.
2. Mention
and explain the types of business letter?
Ø 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.
Ø 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.
Ø 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.
Ø 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.
Ø 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.
Ø Follow-Up Letter
Follow-up
letters 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.
Ø 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.
Ø 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.
Ø Cover Letter
Cover letters
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.
Ø 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. What
are the styles of business letter?
Ø Modified Block Style: With this
business letter format, the body of the letter is left justified and
single-spaced. The date and closing, however, are in alignment in the center of
the page.
Ø Block Style: when using this
business letter format, the entire letter is left justified and
single-spaced except for a double space between paragraphs.
Ø Semiblock Style: similar to the
modified block business letter style except that each paragraph is indented
instead of left justified.
Reference :
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