1 BUSINESS LETTER WRITING STRUCTURE AND LAYOUT

2 DEFINITION A Letter is really a piece of conversation in writing.

3 LAYOUT 1.The Indented Style 2.The Block Style 3.The Semi- block Style 4.The Hanging – indented Style

4 ELEMENTS OF LETTER WRITING HEADING DATE REFERENCE INSIDE ADDRESS SPECIAL MARKINGS SALUTATION

5 CONTINUED SUBJECT BODY COMPLIMENTARY CLOSE SIGNATURE INDETIFICATION MARKS ENCLOUSERS

6 HEADINGS Name, address and other details are printed on the top of the page Any other information is indicated in the margin.

7 SAMPLE CHOUKSEY OIL MILLS GOKHALE MARKET, BOMBAY ROAD AKOLA TELEPHONE: FAX: /42 To give a balance appearance to the letter, a maximum one-fifth of the total space should normally be used for the letterhead.

8 RULES OF WRITING DATE Typed two space below the last line of the letter head Indicated on the upper right hand corner or depending on the format you adopt Preferable way of writing should be in a logical order, if so no comma is used

9 CONTINUED Name of the month and year is written in full No suffix as –nd or –th is added to the day. EXAMPLE: 2 August 2007 August 2, 2007

10 REFERENCE Now a days companies prefer to indicate the reference number in the body of letters: Thank you for your letter No. AB/46/P497 of April 2, 2009.

11 INSIDE ADDRESS Should be written two spaces below the date and two spaces below the attention line If no attention line then two space above the salutation in the left margin The details should not be abbreviated Names should not be misspelt

12 SPECIAL MARKINGS It ensures prompt attention It’s written two space below the inside address and two space above the salutation This line is generally underlined Example: Attention: The Sales Manager

13 SALUTATION Two spaces below the attention line/inside address Depends upon-1.personal relationship 2.form of the inside address If the name of the recipient has been used in the inside address it is usual to use personal salutation. Addressing a firm, company, a board, etc use ‘Dear Sirs/Madams.’

14 SUBJECT Purpose- to let the reader know immediately what the message is about. It saves time Type the line in a double space between the salutation and the first line of the body of the letter.

15 SAMPLE To Mr R. K Sinha Sales Executive Raipur, (C.G) Dear Sirs, INTERNATIONAL CONFERENCE- 24 AUGUST 2009

16 BODY Main purpose is to convey a message First paragraph, reference, to any correspondence which has already taken place should be given Second paragraph should state main message Closing paragraph states expectations, wishes, or intentions

17 CONTINUED The paragraph should not have any heading. Participial ending should be avoided. If used it should end with ’I am,’ as- Hoping to hear from you soon, I am, Yours faithfully,

18 COMPLIMENTARY CLOSE Typed two space below the last line of the body of the letter The close must agree the salutation ‘Yours’ should be placed before sincerely, faithfully, etc. ‘s should not be used at any cost

19 SIGNATURE Placed below the complimentary close Name is typed four space below the closing line providing enough space for signature Routine letters of the firm may be signed by other officer by inserting ‘for’ or pp (per procurationem).

20 ENCLOSURE If there is anything attached to the letter it must be indicated against the enclosure line Typed two lines below the last line of the letter on the left hand side The abbreviated form Encl. is used

21 FORMS OF LAYOUT Standard size of paper-8 1/2 by 11, others- 8x10 inches, 5x10 inches Margins – one inch on the sides, one and half inch on the top and bottom Envelopes- According to the size of the paper with least folds In window envelops address should come under window.

22 PUNCTUATION Open Punctuation-No commas, no full stops in entire letter except body Mixed punctuation- The comma is put after the date, the house number, the salutation, and the complimentary close and the full stop follows after the last line of the address

23 CONTINUED Closed style – This is the conventional style All the parts of the letter are punctuated properly Of the three styles, the mixed punctuated style is most accepted

24 GIST OF THE PRESENTATION HEADING- 1/5 th of the space DATE- Right side, follow logical order, -nd and –th should not be used

25 CONTINUED INSIDE ADDRESS Details not to be abbreviated, take care of spellings ATTENTION LINE Should always be underlined

26 CONTINUED BODY- 1 st para-Reference 2 nd para-main message 3 rd para- expectations, intentions Participial ending to be avoided, if not then use ‘I am’

27 CONTINUED COMPLIMENTARY CLOSE ‘s should never be used Signature should be above your name PAGE Standard size is 8 ½ by 11 1’’ margin on sides and 1 ½’’ at top and bottom

28 thanks….