Let us now look at another very important form of business communication which we use for communicating with people outside the organization.

Business letters

Business letter can refer to a professional and formal letter that is sent by one company to another or from a company to its clients, employees, and stakeholders as well as individuals.

All business writing has a purpose. The first rule in business writing is to make your objective clear to the recipient. The second is to include all the information the reader needs in order to understand your aim. Therefore, it is important to write business letters clearly and concisely using simple language.


Structure of Simple Business letter

Sender’s Information - in this section you have to write address, contact number and email address.

Date - you have to write a complete date rather than shortening it with numbers.

Recipient’s Address - in this section you have to write the address where your letter will be delivered.

The Salutation - this is an indicator of respect. A salutation is a simple greeting however that chooses how well you know the person and the context of your letter.

The Body - the body is the main part of the letter. The body should contain paragraphs, each with a clear purpose. 

Closing - You can close the letter by writing thank him or her for reading the letter.

Complimentary Closing - This marks the end of your letter. There are several options available to you, but pick the one that best suits the formality of your relationship.

Signature - Sign the letter after complimentary closing.


Structure of the Body

  • Introduction
  • Details
  • Conclusion
  • Close 


Introduction - background and basic

In this section include why are you writing this letter? Refer to a previous letter or document, contact, or any reason etc. 

  Example: We wish to hold our annual conference in august. 

    Thank you for your letter of …


Details 

In this section include information/instructions about what you want to say, what exactly you want. Asking information, providing all relevant details etc. you can break this section into separate paragraphs.


Conclusion

In this section interpret what you want the person reading this letter to do or state the action expected from the recipient.

Example: Place let me have full details of costs involved together with some sample menus.


Close

A simple one line closing sentence is usually all that is necessary to conclude a message. This should be relevant to the content of the message.

Example: I look forward to meeting you.


Types of business letters

  • Cover letters
  • Request letters
  • Business invites
  • Complaint letter
  • Letter of resignation
  • Order letters