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1. A letter is the appropriate medium:
When immediate feedback isn’t neded or isn’t possible, e.g. when inviting comments on a proposal
When personal contact isn’t needed or isn’t possible, e.g. when confirming an appointment made by phone
When a written record is needed, either as a permanent record or as a symbol of the company’s image.
When you are not sure you can contact the right person by phone or the right person is difficult to get hold of
2. Parts of a business letter
Business letters are written on the company’s letterhead stationery, which includes the organization’s full name, full address and telephone, fax, or telex numbers, and e-mail adddress. The parts of a business letter are:
Date
Attention line
Inside address
Subject line
Body of the letter
Complimentary closing
Signature
Reference initials
Enclosure notation
Copy notation
! Not all of the above components are always used (the “Attention line”, “Subject line” and “Enclosure” notations)
a. Date
The dateline in a letter is typed three or four lines below the last line of the letterhead.
The standard dateline in the United States and various other countries is the full name of the month (no abbreviations), followed by the day and the year. A comma separates the day of the month from the year.
Ex: August 18, 2009
In Europe and many other countries the most widely used format to write a date is: day, followed by the month and the year.
Ex: 5 November 2009
! In order to avoid confusion in international correspondence, do not use numerals to indicate a month, but always type out the full name of the month, ex: 05-09-2009
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- Elements of Business Writing.ppt
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