c3 unit 1 - parts of a business letter

Chapter 3Introduction to

business vocabulary

Unit 1(Parts of a business letter)

Miss Nur Rozzienna Ramlan


Use to meet the objectives of corresponding business intentions;

Letter from an organization;

Useful give the reader first impression about the company

Business LETTERS


Write in formal language;

Official correspondence between:a)Two organizations;b)Organization and customers;c)Organization and client, etc.

Purposes of using business letter:a)offering a business deal to other

organization, b)accepting an offer, c)denying an offer, d)new schemes for customer, e)extending the contract with a client.


Parts of a

Business Letter

Reference

Date

Inside Address

*Confidential / Airmail / Urgent

Attention Line

Salutations

Headings

Complimentary Close

*Copies

*Continuation Sheets


Create by the sender;

Important to help the sender:a) locate the whereabouts of a copy of the

correspondence letter in their filling system;b) determine category of the correspondence;c) determine the responsible officer of the

correspondence;d) determine the responsible typist.

REFERENCE


REFERENCE

Open Book Sdn Bhd12-H-08 Pusat Perdagangan Puchong Prima

46600 PuchongSleangor Malaysia

Tel: 03-8082 3000 Fax: 03-8086 3009

Ref: HM/Renovate/July

21 May 2012

Mr Ahmad AlbabGeneral ManagerGitu-Gitu Design Sdn Bhd123-2-H4 Jalan Seniman Bujang LapokSubang Jaya, Selangor

Dear Mr. Lee

REQUEST FOR OFFICE RENOVATION QUOTATION---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

We welcome you to our office to see and discuss our requirement6s, after which please forward us your quote as soon as possible. Please call Wendy at 012-3456789 to make an appointment.We look forward to hearing from you soon.

Yours faithfully,

SHAH JAZLEExecutive Secretary to [email protected] Mr. Sudin

LOGO + COMPANY’S ADDRESS


Date write in full to avoid confusion;

DO NOT use comma;

State Day/Month/Year;

E.g: 28 October 2012

DATE




Tel: 03-8082 3000 Fax: 03-8086 3009


21 May 2012


Dear Mr. Lee



Yours faithfully,


DATE (WRITE IN FULL, no COMMA)


Name and address of the recipient write in separate lines;

As it should appear on the envelope.

INSIDE ADDRESS(Recipient Address)

Mr Mat SemanCamtu Camni Sdn Bhd123, Jalan ABC,12345 Kuala Lumpur

Mr John AnthonyMega Link Sdn BhdNo. 45, Jalan Serba Jaya,12345 Kuala Lumpur




Tel: 03-8082 3000 Fax: 03-8086 3009


21 May 2012


Dear Mr. Lee



Yours faithfully,


INSIDE ADDRESS


Special indications like CONFIDENTIAL / URGENT / AIRMAIL;

Write between the date and inside address.

* CONFIDENTIAL / AIRMAIL / URGENT

14 May 2012

CONFIDENTIAL



Use to send to specific person

FOR THE ATTENTION OF MR JOHN LABU (place before inside address)

But, attention line is not needed once you have mentioned the name in the inside address

* ATTENTION LINE


If the letter is addressed to a person, the salutation to use is:

SALUTATIONS

Example:Dear Mr Cheah

OR Dear Miss Aini

If the letter is addressed to the

company, the salutation to use is:Example:Dear Sir / Madam




Tel: 03-8082 3000 Fax: 03-8086 3009


21 May 2012


Dear Mr. Lee



Yours faithfully,


SALUTATIONS


Subject Matter of the letter;

Must be a “talking heading” carry a meaning and specific

Should give the recipient the idea of the content without reading the whole letter first;

Should be placed ONE LINE space after the salutation.

HEADINGS



Dear Mr Mark

RESERVATION OF ORCHID SUITE

Use CAPITAL letters

BOLD itHeading must be

specific, not vague (clear)

1 Line Space


Courteous way of ending the letter

Makes the reader feel that the person who signed the letter is communicating in a business-like manner;

Example of complimentary for business purposes:a) Yours faithfully = more

formal;b) Yours sincerely = used after

a more personal salutation

COMPLIMENTARY CLOSE


If signing for someone, use either of these:

Yours faithfully

For ALEX YONGChief Executive

Officer

Yours sincerely

Pp BRAD PITTTraining

Manager

OR


Copies to more than one person;

You can ‘c.c’ to that person OR it

means you can give a ‘courtesy copy’ to that person(s).

In original letter, state ‘c.c’ at the foot of the letter + who you ‘c.c’ to.

* COPIES


Yours faithfully

HANA TAJIMAMarketing Director

c.c Ms Linda Onn – Finance Director

Mr Ahmad Albab – Academic Director

Example


Use when your letter is more than one page long; DON’T use letter head as continuation sheet, use BLANK SHEET. Write essential details:a) Page Numberb) Reference Numberc) Heading (footer)

* CONTINUATION

SHEET

c3 unit 1 - parts of a business letter

Documents