Essential of Effective Business Communication Letters

Essential of Effective Business Communication Letters

Essential of Effective Business Communication Letters:- In this post Business communication notes for corporate communication, business communication notes 3rd unit also covers these topics Essential of effective Business communication, business letter including, correspondence with bank and insurance companies. all topics included in this post. This post-BBA, MBA, B COM, M COM all students study business communication. we are provided business communication notes. Thanx to visit over website WWW.MonBin.Com

Q.3. Discuss the different standard parts of a business letter. Give a specimen of a standard business letter.

Or What are the various parts of the business letter?

Or What are the essentials of a good business letter?

Ans. Business Letter: Letters related with business affairs are termed as business letters. These letters help the businessman to build new relations and maintain the existing relations. A businessman writes letters to its customers, employees, other firms, associate concerns, credit agencies, government departments, etc. These letters are written to achieve a definite purpose such as selling a product, making an inquiry, seeking information or advice, creating goodwill, etc.

According to Herbert Kassan, “Letters written for business affairs are known as business letters.”

Parts or Structure of a Business Letter

Business letter is divided into several parts and each part of it contains specific significance. These parts should be well organized and constant in the same way as different parts of our body are interdependent and interrelated with each other. Usually, the business letter has the following parts:

(1) Heading

(2) Date

(3) Reference

(4) Inside Address

(5) Salutation

(6) Subject line .

(7) Body of letter or message

(8) Complimentary clauses,

(9) Signature

(10) Enclosure.

  1. Heading: The heading of a letter consists of the printed letterheads, mentioning the name of the firm, its address, telephone and E-mail address, symbols, and trademarks. Generally, the name and the address of the company are given in the center and its telephone, fax, E-mail numbers are mentioned on the left or right side or both sides of the address. A specimen of letterhead is given below:

Telephone: Sumit Traders Fax:


Telegram : of National Fertilizers E-mail :

60/8, Vidhan Sabha Marg, Lucknow

(2) Date: Every business letter must carry the date. It enables quick reference in future and help in prompt action and orderly filing. The date can be written in several ways such as,

Date: 14 Jan 2014. (English Method)

Date: Jan 28, 2014 (American Method)

(3) Reference: Reference number indicates the file number, the department to which the files have to go, the number of the letter, and the year reference number is given on the left side below the heading. It is usually written on:

Reference: 14/ DAV/14


Reference: 17/order/14

In the reference 14 represents the number of letter DAV he letters is originated from the DAV and 14 stands for the year 2014.

(4) Inside Address: This part of the letter shows the name and the address of the person or firm to whom the letter has been addressed. It is given below the dateline at the left margin. It helps the dispatcher to deliver the letter. The inside address must be written exactly as it is written on the envelope.

(5) Salutation: Below the inside address, a complimentary greeting, which is called salutation is written. This salutation depends upon the writer’s relationship with the recipients of such a letter.

Sir or Madam: Used in case of more formal relations. Dear Sir or Dear Madam : This is the most commonly used Salutation for business letter.

(6) Subject Line: It is customary to mention the subject to which the letter relates in between the Salutation and the body of the letter. It helps a reader in understanding the contents of letter at a glance.

Sub.: Inquiry regarding education loan.

Specimen form of Letter Parts


(7) Body of a Letter: This is the most important part of the letter as it contains the message. The material in this part should be arranged and organized carefully. The subject body of a letter is usually divided into three parts:

(i) Opening or introductory paragraph

(ii) The main part or important message

(iii) Closing paragraph deals with conclusions.

The opening paragraph usually deals with reference to earlier correspondence. The main part or use message is written in the second part. The closing part concludes the message in summary receiver to act upon it.

(8) Complimentary Close: As a letter starts with a respectable solution, must end with respectable compliments this is a conventional and polite way of the letter commonly used complimentary closing expressions are as follows:

Yours sincerely

(9) Signature: Letter is assumed completed when the signature is duly made by the writer there The liability of a letter is determined with the Signatory person. The signature should be written in hand by the writer of the letter.

(10) Enclosures: All additional paper, documents, invoice cheque/draft, etc. attached with a letter are termed as enclosures.

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